Federal Strategic Sourcing Initiative U.S. General Services Administration FSSI Office Products II “ OS2 in a Box” Implementation Kit

Federal Strategic Sourcing Initiative U.S. General Services Administration 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 organizationOBJECTIVE 1 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*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)

Federal Strategic Sourcing Initiative U.S. General Services Administration 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  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 2

Federal Strategic Sourcing Initiative U.S. General Services Administration 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 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 3 *Example memos provided in the toolkit found on the Strategic Sourcing Knowledge Management Portal (KMP)

Federal Strategic Sourcing Initiative U.S. General Services Administration 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 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 4

Federal Strategic Sourcing Initiative U.S. General Services Administration Step 3: Develop Monthly Reports Monthly reports help track implementation progress and Agency usage while providing insights into areas for improvement  Suggested Reports 1 :  Report Frequency: Monthly  Reporting Procedure 2 : Report requirements requested from P-card bank vendor  Reporting Accountability: OS Champion provides to senior procurement official (e.g. official who signed use memo) Monthly reports help track implementation progress and Agency usage while providing insights into areas for improvement  Suggested Reports 1 :  Report Frequency: Monthly  Reporting Procedure 2 : Report requirements requested from P-card bank vendor  Reporting Accountability: OS Champion provides to senior procurement official (e.g. official who signed use memo) 5 ReportDescriptionSource / Data Leakage/ TrendIdentifies spend outside FSSI OS BPAs P-card reports (from A/OPC) FSSI Usage reports FPDS Other Agency-specific data Implementation Activities Provides summary of activities to communicate and encourage use of OS BPAs List of activities completed and results List of planned activities and expected outcomes 1.Message from GSA SmartPay on these reports provided in the toolkit found on the KMP 2.Detailed procedure and recommended fields provided in the toolkit found on the KMP

Federal Strategic Sourcing Initiative U.S. General Services Administration 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*: 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*: 6 CommunicationDescriptionTarget Audience CampaignIntroduces the BPAs, Agency use policy and provides guidance for where and how to use Contracting officers P-card holders Agency Newsletter Article Introduces the BPAs, provides information on use and benefits All Agency employees Banner on Agency Intranet Announces BPAs and provides link to more information and training resources All Agency employees P-card Correspondence Message from A/OPCs to card holders on when and how to use BPAs P-card holders TrainingUser training on how to use BPAsContracting officers P-card holders Focus GroupsFocus discussions with BPA users to provide feedback on use Office supply purchasers Progress and Benefits Brief or article communication (monthly or quarterly) on the savings realized and other benefits, reinforces BPA awareness Senior procurement staff Office supply purchasers *Example communications provided in the toolkit found on the KMP

Federal Strategic Sourcing Initiative U.S. General Services Administration 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: Regular reporting ensures focus on implementation and meeting Agency goals, supports efforts of other agencies and meets OMB/OFPP requirements  Suggested / Required Reports: 7 ReportDescriptionTarget Audience Implementation Status 1 Provides summary of implementation tasks, actions taken to increase usage, usage rate and savings Agency senior procurement executives Progress Briefing 2 Provides key performance metrics and summary of activities to encourage use of BPAs OMB/OFPP Commodity Team 1.Agency report example provided in the toolkit under Attachment II found on the KMP 2.See Attachment II: Agency and Vendor Dashboards provided in the toolkit found on the KMP

Federal Strategic Sourcing Initiative U.S. General Services Administration Template for Briefing The briefing should answer the following questions with supporting documentation: 1.What activities have been completed in the past quarter to implement the Agency use policy and encourage use of the BPAs? 2.What are the planned activities in the next quarter to continue implementation and increase usage? 3.What is the current percentage of Agency Office Supplies spend through the BPAs? 4.What is the target for percentage of spend over the next 12 months? 5.What are Agency goals for this initiative and status on meeting those goals? 6.What challenges have you had with implementation / increasing use of the BPAs? Any recommendations for changes? 7.What “Lessons Learned” or “Best Practices” could be applied to assist other agencies in this process? The briefing should answer the following questions with supporting documentation: 1.What activities have been completed in the past quarter to implement the Agency use policy and encourage use of the BPAs? 2.What are the planned activities in the next quarter to continue implementation and increase usage? 3.What is the current percentage of Agency Office Supplies spend through the BPAs? 4.What is the target for percentage of spend over the next 12 months? 5.What are Agency goals for this initiative and status on meeting those goals? 6.What challenges have you had with implementation / increasing use of the BPAs? Any recommendations for changes? 7.What “Lessons Learned” or “Best Practices” could be applied to assist other agencies in this process? 8