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FSSI Office Products II “ OS2 in a Box” Implementation Kit

FSSI Office Products II “ OS2 in a Box” Implementation Kit. Introduction to “OS2 in a Box”. OBJECTIVE Provide a pre-packaged campaign an Agency can use to implement use of the Office Supplies – Second Generation BPAs across their organization. COMPONENTS

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FSSI Office Products II “ OS2 in a Box” Implementation Kit

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  1. FSSI Office Products II “OS2 in a Box” Implementation Kit

  2. Introduction to “OS2 in a Box” OBJECTIVE Provide a pre-packaged campaign an Agency can use to implement use of the Office Supplies – Second Generation BPAs across their organization COMPONENTS • 5-Step process for implementing use of the OS2 BPAs • Roles and responsibilities for key stakeholders in the process • Samples of various communications which can be leveraged with minimal edits* • Reporting templates for tracking and monitoring progress* • Sample data and reports* *Sample communications, reporting templates , and memos are provided in the toolkit found on the Strategic Sourcing Knowledge Management Portal (KMP)

  3. Overview of “OS2 in a Box” • Step 1: Issue Agency Use Memo • Step 2: Name and Empower OS2 Champion • Step 3: Develop Monthly Reports to Track Progress • Step 4: Launch Communication Campaign • Step 5: Report on Progress • Template for Briefing

  4. Step 1: Issue Agency Use Memo A Policy Memo issued to contracting activities and other users explaining the Agency’s policy on use of the FSSI OS BPAs provides the authority to drive change management within the organization • Contents: • Explanation of the FSSI OS BPAs • Benefits of use to the Agency/Federal Government • Savings potential • Increasing discounts with use • Visibility into spend • How to access the BPAs • Clear guidance on the Agency’s use policy • When to use • Who should use • Effective date of policy • Who to contact for more information • Issuing Official: Chief Acquisition Officer, Director of Acquisition Policy or other senior Acquisition or Agency Official with authority to issue such policy *Example memos provided in the toolkit found on the Strategic Sourcing Knowledge Management Portal (KMP)

  5. Step 2: Name and Empower Champion The Office Supplies Champion is the lead agent for Agency-wide implementation of the OS BPA use policy, as well as, tracking and reporting progress • Who: Strategic Sourcing lead for Office Supplies or other senior procurement executive • Role: • Develop and implement detailed plan for meeting Agency-wide compliance with the OS BPA use policy and encouraging use of the BPAs • Identify and manage points of contact in each Agency Bureau to assist with implementation, monitoring and reporting • Responsibilities: • Communication – communicate the Agency use policy and benefits of using the BPAs to contracting and office supply purchasing staff • Monitoring – develop and execute monitoring and tracking strategies to identify non-compliance with policy and areas for improvement for usage • Reporting – report progress on implementation and usage to Agency senior officials, OS Commodity Team and OMB/OFPP

  6. Step 3: Develop Monthly Reports Monthly reports help track implementation progress and Agency usage while providing insights into areas for improvement • Suggested Reports1: • Report Frequency: Monthly • Reporting Procedure2: Report requirements requested from P-card bank vendor • Reporting Accountability: OS Champion provides to senior procurement official (e.g. official who signed use memo) • Message from GSA SmartPay on these reports provided in the toolkit found on the KMP • Detailed procedure and recommended fields provided in the toolkit found on the KMP

  7. Step 4: Launch Communication Campaign The communication campaign is central to successful implementation, ensuring all contracting and office supply purchasing staff are aware of the Agency use policy and how to use the OS BPAs • Suggested Communications*: *Example communications provided in the toolkit found on the KMP

  8. Step 5: Report on Progress Regular reporting ensures focus on implementation and meeting Agency goals, supports efforts of other agencies and meets OMB/OFPP requirements • Suggested / Required Reports: • Agency report example provided in the toolkit under Attachment II found on the KMP • See Attachment II: Agency and Vendor Dashboards provided in the toolkit found on the KMP

  9. Template for Briefing The briefing should answer the following questions with supporting documentation: • What activities have been completed in the past quarter to implement the Agency use policy and encourage use of the BPAs? • What are the planned activities in the next quarter to continue implementation and increase usage? • What is the current percentage of Agency Office Supplies spend through the BPAs? • What is the target for percentage of spend over the next 12 months? • What are Agency goals for this initiative and status on meeting those goals? • What challenges have you had with implementation / increasing use of the BPAs? Any recommendations for changes? • What “Lessons Learned” or “Best Practices” could be applied to assist other agencies in this process?

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