# Presentation: 365487

## GSA Federal Acquisition Service and Agency-wide Support Functions

**August 4, 2005**

**GSA Federal Acquisition Service and Agency-wide Support Functions**
**Overview of Phase II Detailed Organizational Design**

## Table Of Contents

- Overview
- FAS Organization Units
- GSA Financial Management
- GSA Information Technology Management

- Filename/RPS Number

## Table Of Contents

- Overview
- FAS Organization Units
- GSA Financial Management
- GSA Information Technology Management

- Filename/RPS Number

## In January 2005, GSA announced the proposed reorganization of FTS, FSS and other GSA consolidations, including merging of the Information Technology and General Supply funds, to achieve the following goals:

- Strengthen GSA’s organizational capability to meet increasing customer requirements for excellent acquisition services
- Nurture the career development of GSA’s acquisition workforce
- Ensure full compliance with Federal laws, regulations and policies
- Ensure consistency in executing of GSA’s standard operating procedures and best practices
- Enhance GSA’s customer relationship management process and our Performance Management Process to enable customer-focused goals, action plans and performance measures
- Improve access for small and large industry contractors and simplify GSA’s acquisition process
- Enhance the efficiency of GSA’s administrative support functions by realigning and combining information technology, financial operations, and other support functions
- Ensure accountability for performance results

## From February through May 2005 the GSA Management team, the FTS/FSS Reorganization Steering Team and three Task Forces developed a high-level organizational design for the Federal Acquisition Service (FAS) presented June 2, 2005 for comment to all GSA associates, customer agencies, industry contractors and other stakeholders

**June 2, 2005 FAS High-Level Organizational Design**

## Throughout this initiative, GSA sought and received extensive comments from GSA associates, customer agencies, industry contractors and other stakeholders on the high-level organizational design and the detailed design

- GSA established 6 design teams and tasked them with determining the detailed organization design for each unit of the new FAS organization, including:
- Customer Accounts and Research
- Acquisition Management
- General Supplies and Services
- Integrated Technology Services
- Travel, Motor Vehicle and Card Services
- Commissioner’s Office
- The design teams used the following key trends, key objectives and value propositions to guide their design effort to ensure that the detailed organizational design met GSA’s  requirements for excellent acquisition services.

## GSA Design Teams used the following key trends to drive detailed organizational design...

| KEY TRENDS |  | POTENTIAL GSA RESPONSE |
| --- | --- | --- |
| Tighter budgets for      customer agencies |  | Create new opportunities to help agencies save money
Meet demands for customized, disaggregated solutions
Meet demands for fee simplification, greater transparency and better alignment between GSA costs and the fees assessed |
| Strategic sourcing |  | Align to a more centralized procurement decision-making approach by customers
Provide greater coordination across GSA services and business lines
Develop better data and have systematic analysis of customer spending patterns
Must be a provider of strategic information and advice |
| Customers seek different  value propositions |  | Increase automation of transactions to reduce need for “order taking” activities
Meet demands for more choices in type and level of acquisition assistance
Ensure compliance with acquisition policies, rules, and regulations |
| Changing industry and technology trends  |  | Consider Data/Voice convergence changes in procurement strategies
Redesign existing outdated business line boundaries
Provide greater flexibility to procure emerging products/desired services
Provide Associates greater awareness of trends  |

## EXCELLENT ACQUISITION SERVICES
Focus on obtaining best value for our Federal agency customers and taxpayers
Focus on recruiting, retaining, and developing an excellent acquisition workforce
Continue to adopt appropriate commercial best practices
Provide data, analysis and insight to customeragencies to obtain maximum leverage for their spending
Provide “shared service” for federal governmentacquisition
Continue the “Get It Right” effort
FULL COMPLIANCE WITH LAWS, REGULATIONS AND POLICIES
Provide greater transparency into the acquisition process
Ensure compliance with acquisition regulations and policies
Help customers achieve other policy goals such as socio-economic, energy, environment, IT Security, etc.

**KEY OBJECTIVES**

**EXCELLENT ACQUISITION SERVICES**
- Focus on obtaining best value for our Federal agency customers and taxpayers
- Focus on recruiting, retaining, and developing an excellent acquisition workforce
- Continue to adopt appropriate commercial best practices
- Provide data, analysis and insight to customeragencies to obtain maximum leverage for their spending
- Provide “shared service” for federal governmentacquisition
- Continue the “Get It Right” effort
**FULL COMPLIANCE WITH LAWS, REGULATIONS AND POLICIES**
- Provide greater transparency into the acquisition process
- Ensure compliance with acquisition regulations and policies
- Help customers achieve other policy goals such as socio-economic, energy, environment, IT Security, etc.

**SIMPLIFIED PROCESSES FOR SUPPLIERS**
- Simplify GSA processes so all suppliers have an opportunity to compete for Federal business
- Increase small business participation
- Increase choices and accelerate availability of                       emerging products and services
**   ****MORE INTERNAL EFFICIENCY & EFFECTIVENESS ****   BY COMBINING FUNCTIONAL SUPPORT ACTIVITIES**
- Reduce duplication; increase leverage
- Enable associates to focus on customer requirements and the delivery of those business requirements
- Provide continual training to meet ever changing workforce needs

**Notes:**
- Our presentation mirrors the order of the TOR

## ...and applied over-arching value propositions to address key organizational requirements of the desired new organization

**Key Organizational Requirements**
- Provide efficient access for customers to reach our services
- Provide clear lines of accountability  for business results
- Minimize redundancy of functions
- Facilitate matching workforce to changing workloads and skills requirements
- Improve retention of key competencies in our workforce
- Streamline/consolidate transaction processing to lower overhead costs
- Support services will partner with business units

**Value Proposition**
- Best value for the government and for taxpayers
- Full compliance with relevant laws, regulations and policies
- Strategic partnering to assist customers in making strategic choices
- Consistent and positive customer experience,  no matter which region, business or associate
- Efficient and effective processes for customer agencies to obtain products and services from the marketplace
- Efficient and effective processes for suppliers to provide products and services to the government

## The FAS detailed organizational design provides greater specificity on the workforce management, customer outreach, acquisition operations, services and solutions, as well as the Controller and CIO functions

- Excellent acquisition – a FAS guiding principle - is embodied throughout the three Business Portfolios, Customer Relations and Acquisition Management.
- A single Customer Accounts and Research office was designed to focus on Federal clients – both military and civilian – to ensure GSA’s customers receive the services and solutions to meet Federal government missions
- A single Acquisition Management office was designed to implement the policies, regulations and standards issued by the GSA’s Chief Acquisition Officer as well as develop career training and conduct acquisition review and improvement.
- Acquisition Management includes a Supplier Management Office to enhance vendor performance and customer satisfaction, and to provide a centralized organization for ensuring that schedules are created and enhanced with consistency
- Three business portfolios realign services and solutions focusing on service delivery to customers as well as planning, program and contract development functions
- Each of the three business portfolios have “Acquisition Operations” offices designed to provide business lines with higher quality contract management support as well as ensuring acquisition professional career paths

## The FAS detailed organizational design includes the following organizational units...

_**Customer Accounts & Research**_: Collecting and analyzing information on customer buying needs and patterns, this organization will coordinate with the Service’s business portfolios and engage in customer strategic planning, opportunity management, marketing, and other value-added activities
_**Acquisition Management**_: Aligning with the Office of the Chief Acquisition Officer, this organization will ensure the consistent application of excellent acquisition policy across FAS, and champion acquisition career management.  It will conduct acquisition vehicle reviews, develop training requirements, and work with the business portfolios on acquisition vehicle rationalization.
_**General Supplies & Services**_:  Managing Acquisition Centers offering a wide range of general products, supply chain and distribution services, facilities maintenance and other items, this portfolio will assist customers with all of their general supply buying needs, including the donation and sale of excess personal property. An office of Acquisition Operations responsible for managing and overseeing contracting officials is located within this business line.
_**Integrated Technology Services**_:  Providing a range of information technology, professional, and telecommunications services, the ITS team will offer direct and assisted procurement assistance through government-wide acquisition vehicles, such as Multiple Award Schedules, the Alliant contract, and the Networx contract. An office of Acquisition Operations responsible for managing and overseeing contracting officials is located within this business line.
_**Travel, Motor Vehicle & Card Services**_: Offering travel, relocation, freight management, and card services, this business portfolio operates highly leveraged buys for government-wide use. An office of Acquisition Operations responsible for managing and overseeing contracting officials is located within this business line.

## To meet the national or enterprise-wide needs as well as the regional needs of each Federal customer agency, GSA’s organizational structure includes National, Zonal and Regional offices...

- GSA maintains workspace and provides a broad variety of acquisition services as necessary to provide workspace and workplace solutions to over 1.1 million Federal workers in 2,300 communities nationwide.  To maximize overall efficiency, effectiveness and consistency, management of GSA’s Public Building Service (PBS) and FAS programs must have a component with a national perspective.  At the same time, to maximize local customer service delivery required by all agencies, including the 90% of Federal workers located outside of the National Capital Area, management of PBS and FAS programs must have a local perspective.  Accordingly, GSA will continue to have an organizational structure that consists of National, Zonal and Regional office components
- To accommodate building asset management, PBS organizational design includes its National office with a PBS Commissioner and staff as well as eleven Regional offices, each with a Regional PBS executive and staff reporting to the Regional Administrator for the Region
- To accommodate acquisition services, and to maximize overall efficiency, effectiveness and consistency the new FAS organization will also include a National office with a FAS Commissioner and staff, however will have only six Zonal offices,  each with a Zonal FAS executive and staff reporting to the Regional Administrator for the Zone
- The National office provides overall, enterprise-wide program direction, including driving strategic sourcing initiatives that focus on aggregating buying power for Federal agencies and the development of national acquisition vehicles ranging from self-service Schedules, GWAC’s, assisted acquisition services, SmartBuy (software), SmartPay (travel, fleet and purchase cards) and systems such as GSA Advantage
- The Zonal offices provide direct customer service delivery -- face-to-face customer service -- for our Federal military and civilian customer agencies in a particular geographic area

## To meet the national or enterprise-wide needs as well as the regional needs of each Federal customer agency, GSA’s organizational structure includes National, Zonal and Regional offices...cont’d.

- The FAS organization structure will utilize a matrix management approach based on collaboration of the FAS Commissioner and the Regional Administrators.
- The FAS Commissioner will have responsibility for overall direction setting, policy execution, establishing standard operating procedures and resource allocation. The Regional Administrators will have responsibility to manage and coordinate the local customer service delivery provided by both the Regional PBS executives and Zonal FAS executives.
- We anticipate that the GSA associates in the former FTS and FSS Regional and Zonal offices will remain in their current geographic locations while their reporting will change to the new management structure consolidated into six Zonal offices.
- No matter where they are geographically located, the FAS staff conducting National programs will report to National Program Managers/Commissioner and the FAS staff conducting local customer service delivery programs will report to the Zonal FAS executive/Regional Administrator.

## ... and is now proposing a final design for the Federal Acquisition Service (FAS)

**FEDERAL ACQUISITION SERVICE****FINAL PROPOSED DESIGN**

## FAS proposed national program offices emphasizes acquisition activities at the national level with a direct report to the FAS Commissioner

## FAS’ zone structure emphasizes Portfolio activities in all eleven regions, with streamlined reporting to the six FAS ARAs

## GSA considered many factors in determining the location of the new FAS zones

- Customer Location – where the government buyers are currently and may potentially be located in the future
- Operations Location – where current operations are located, not anticipating a major geographic shift
- Reasonable geographies – seeking contiguous states for travel logistics
- Reference to PBS regions – for “One GSA” and avoiding unnecessary complexity for customer coordination across services

## The FAS proposed 6 zone structure consolidates current Regions

- New Jersey – Northern NJ is part of Zone 1; Southern NJ is part of Zone 2

- Washington

- Oregon

- California

- Nevada

- Idaho

- Montana

- North Dakota

- Arizona

- New Mexico

- Texas

- Oklahoma

- Louisiana

- South Dakota

- Nebraska

- Utah

- Wyoming

- Colorado

- Kansas

- Missouri

- Arkansas

- Mississippi

- Alabama

- Georgia

- Tennessee

- Kentucky

- Virginia

- West Virginia

- Illinois

- Indiana

- Ohio

- Iowa

- Minnesota

- Michigan

- Wisconsin

- Maine

- Connecticut

- Rhode Island

- Massachusetts

- Vermont

- New Hampshire

- North Carolina

- South Carolina

- Florida

- Delaware

- Alaska

- Hawaii

- Pennsylvania

- New York

- Maryland

**Nat.’l****Cap.**

**Zone D**

**Zone C**

**Zone B**

**Zone A**

**Zone E**

**Zone F**

**Zone F**

| FAS Zone | GSA Regions |
| --- | --- |
| A | 1 & 2 |
| B | 3 & 11 |
| C | 4 & 5 |
| D | 7 |
| E | 6 & 8 |
| F | 9 & 10 |

## The framework in which this document is organized provides detail for other levels of the FAS structure

- FAS units, and the GSA Offices of Financial Management, Information Technology, and Acquisition are detailed at all appropriate organizational levels (e.g., Office, Division, Branch, Section)
- Functional profiles are provided for each FAS Organization Unit
- A discussion of key attributes, benefits, and improvements from legacy organizations (as appropriate) is provided for each FAS Organization Unit and core GSA functions