federal strategic sourcing initiative u.s. general services administration fssi office products ii...

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”

OBJECTIVEOBJECTIVE

Provide a pre-packaged campaign an Agency can use to implement use of the Office Supplies – Second Generation BPAs across their organization

OBJECTIVEOBJECTIVE

Provide a pre-packaged campaign an Agency can use to implement use of the Office Supplies – Second Generation BPAs across their organization

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COMPONENTSCOMPONENTS

• 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*

COMPONENTSCOMPONENTS

• 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)


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 2: Name and Empower OS2 Champion

Step 3: Develop Monthly Reports to Track Progress




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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 organizationContents:

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 organizationContents:

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

4*Example memos provided in the toolkit found on the Strategic Sourcing Knowledge Management Portal (KMP)


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 progressWho: Strategic Sourcing lead for Office Supplies or other senior procurement executiveRole:

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 progressWho: Strategic Sourcing lead for Office Supplies or other senior procurement executiveRole:

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

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Step 3: Develop Monthly Reports

Monthly reports help track implementation progress and Agency usage while providing insights into areas for improvementSuggested Reports1:

Report Frequency: MonthlyReporting 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)

Monthly reports help track implementation progress and Agency usage while providing insights into areas for improvementSuggested Reports1:

Report Frequency: MonthlyReporting 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)

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Report Description Source / Data

Leakage/ Trend Identifies 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 KMP2. Detailed procedure and recommended fields provided in the toolkit found on the KMP



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 BPAsSuggested 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 BPAsSuggested Communications*:

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Communication Description Target Audience

Email Campaign Introduces 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

Training User training on how to use BPAs • Contracting officers• P-card holders

Focus Groups Focus discussions with BPA users to provide feedback on use

• Office supply purchasers

Progress and Benefits

Brief email 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



Regular reporting ensures focus on implementation and meeting Agency goals, supports efforts of other agencies and meets OMB/OFPP requirementsSuggested / Required Reports:

Regular reporting ensures focus on implementation and meeting Agency goals, supports efforts of other agencies and meets OMB/OFPP requirementsSuggested / Required Reports:

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Report Description Target Audience

Implementation Status1

Provides summary of implementation tasks, actions taken to increase usage, usage rate and savings

• Agency senior procurement executives

Progress Briefing2

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 KMP2. See Attachment II: Agency and Vendor Dashboards provided in the toolkit found on the KMP



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?

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