Requisitioner Open Forum Meetings

1. People Change Process Change Technology Change Requisitioner Open Forum Meetings Commerce Business Environment Convergence for Implementation The beginning of an evolution Linking Procurement, Program and Finance

2. 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

3. 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 Managers and Acquisition Teams. For example, a Business Broker helps plan complex acquisitions before requisitions are created. • Cross-servicing: The use of another bureau’s Procurement Office and acquisition processing systems and services.

4. C.Request CFS ORSI BPR & Data Standardization CSTARS 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

5. Requisitioner benefits • Increases speed of requisition processingand 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

6. The electronic requisition process 3. Electronically routes requisition for internal approvals and funding • 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

7. What is the difference between processing requisitions today vs. after ORSI Go-live?

8. 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.

9. 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!

10. 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.

11. Procurement as your Partner, the “Business Broker” Traditional Procurement involvement Requisition Development/ Requirements Definition Strategy/ Acquisition Planning & Budgeting Solicitation & Contract Award Strategic Contract Sourcing Performance Acquisition Management Strategy The Program Managers Life Cycle 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!

12. 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

13. 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.

14. 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

15. 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 • 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 acquisitionsinto 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

16. 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

17. ORSI information contacts and resources • 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).

18. Thank you! Let’s work together to create an environment where change is welcomed, not resisted !