How to Use This Document Overview: The Center for Charge Card Management (CCCM) recognizes that A/OPCs need the support of their agencys/organizations Executives to get the resources they need to carry out the transition to GSA SmartPay 3 (SP3). This presentation is meant to be used as a guiding document for a discussion between an agency/organizations Lead A/OPC(s) and Agency Executives. Prior to the meeting, the A/OPC should complete the fill ins (denoted by [red, underlined, bracketed text]) that appear throughout this presentation template with agency/organization-specific information. For example, on the title page (currently, slide 9) you should replace [Agency/Organization Name], which appears at the top of the page, with 1 your agency/ organizations name. How to Use This Document
Overview: Slide-by-slide instructions are included, starting in the next column. A/OPCs should also feel free to add, delete, or modify the slides as needed to meet their specific needs. This document is only intended to serve as a guide. Agencies/organizations should use their preferred slide template for this presentation. A/OPCs may consider using their own agencys slide template, rather than the one provided. For specific questions or assistance developing estimates or recommendations in this document, please contact the Center for Charge Card Management at [email protected] Bold, bright blue, underlined text is hyperlinked. To access the linked pages, right click on the text and choose Open Link from the list provided. 2 How to Use This Document
Page-by-page Instructions: Slide 9 (Title Slide): Fill in Agency Name (top and middle of page) and Meeting Date (bottom). Slide 11: Fill in Agency Name where requested in bullets 1 and 2. Slide 13: Fill in the name of the Contractor currently serving your agency/organization for each business line. If your agency does not use one of the business lines, or has awarded its task order for multiple business lines, modify the slide as needed. 3 How to Use This Document Page-by-page Instructions: Slide 14: Insert your agency/organizations name, as requested. Fill in the figures requested in the table for FY 16 (or change the text on the slide to denote the correct FY) for all applicable business lines. Some of this data may be available through the GSA SmartPay website. Delete columns for business lines that your agency/organization does not use.
(NOTE: Spend volume refers to the total dollar amount of transactions that were processed on the cards for the indicated business line(s).) Slide 15: If the Executive(s) youre presenting to already has a good understanding of what the GSA SmartPay Program is, you may either move slide 15 to the back of the package to use as a reference, or delete the slide. If the Executive(s) does not have a good understanding of the Program, leave the slide as is. 4 How to Use This Document Page-by-page Instructions: Slides 17: Insert your agency/organizations name as requested. Insert the figure for the total refunds your agency/organization received from the program in FY 16. Slide 18: Insert your agency/organizations name as requested. Insert the figure for administrative cost avoidance, which can be calculated by multiplying $69.83 by the total number (not dollar value) of purchase
card transactions below the micropurchase threshold that your agency/organization completed in FY 16. (NOTE: In its 2014 purchase card study, RPMG Research estimates $69.83 as the per transaction administrative cost avoidance for using the purchase card versus traditional procurement methods.) 5 How to Use This Document Page-by-page Instructions: Slides 22: Insert your agency/organizations name as requested. Slides 23: Insert your agency/organizations name as requested. Slide 24: Insert your agency/organizations name as requested. Insert the dates you are recommending that your agency/organization award its task order and begin transaction processing. REMEMBER: You cannot award your task order(s) until after the new Master Contracts are awarded (estimated to take place during the summer of 2017), and your new Contractor must begin processing
transactions no later than November 30, 2018. 6 How to Use This Document Page-by-page Instructions: Slide 27: Fill in your estimate of the additional FTEs or estimated costs you will require to support your agency/organizations transition. The Estimated Cost column should only include additional costs that your organization will bear due to the transition, but should not include figures for funds that have already been allocated (e.g., wages for an employee detailed from an office within your organization). Slide 30: Insert your agency/organizations name as indicated. This slide is meant to be used to start a discussion with your Executive(s) about the decisions that he/she will need to make. Slide 31: Insert your contact information on this slide. 7
How to Use This Document Final Steps: Once you have completed making your agency-specific changes, you should delete these instructions pages, and be sure that the red, underlined text from the fill ins is formatted to match the surrounding text (i.e., no longer red and underlined). If you have additional questions about how to customize or deliver this presentation for your agencys/organizations Executives, please contact the Center for Charge Card Management at [email protected] 8 Government Charge Cards: [Agency Name]s Transition to GSA SmartPay 3 Executive Briefing
[Date] 9 Discussion Topics Meeting Objectives Overview and Benefits of the GSA SmartPay Program Transition to GSA SmartPay 3 What We Need to do to Prepare for the Transition How GSAs Center for Charge Card Management Will Help Why We Need Your Input
10 Meeting Objectives To update you on the GSA SmartPay program, the transition to GSA SmartPay 3 (SP3), and how the transition will impact [Agency Name] To obtain your support for [Agency Name] transitioning to SP3 11 GSA SmartPay Program Overview Established in 1998, the GSA SmartPay program provides government agencies with commercial charge cards and payment solutions through Master Contracts The period of performance for the current GSA SmartPay 2 (SP2) Master Contracts is not to exceed 10 years (base
+ options); the Contracts expire November 29, 2018 The program currently offers four business lines: purchase, travel, fleet, and integrated 12 [Agencys Name]s GSA SmartPay Program Under the SP2 Master Contracts, our agency awarded: Purchase card business line to [Contractor name] Travel card business line to [Contractor name]
Fleet card business line to [Contractor name] Integrated card business line to [Contractor name] 13 [Agencys Name]s GSA SmartPay Program In FY 16, [Agency Name]s spend volume, number of transactions and number of cardholders for each business line were as follows: Spend Volume Number of Transactions Number of
Cardholders Purchase Travel Fleet Integrated Total $[insert] $[insert] $[insert]
[insert #] [insert #] [insert #] 14 GSA SmartPay Program Benefits This is the largest program of its kind in the world: The program provides service to over 560 federal agencies, organizations, and Native American tribal governments Program-wide, in FY 16, over 91.7 million purchase, travel and fleet transactions were processed through 3.3 million GSA SmartPay accounts Total program spend in FY 16 was over $28.5 billion As a result of its size, the GSA SmartPay program has
leverage to drive innovation and achieve economies of scale 15 GSA SmartPay Program Benefits In FY 16 the government-wide GSA SmartPay program provided the framework for the following agency benefits: $290.2 million in refunds to the agencies based on sales volume and payment performance $1.3 billion in estimated annual administrative processing cost avoidance for purchase cards alone Other government-wide program benefits include: Acceptance of the cards worldwide A wide range of innovative payment solutions (e.g. virtual accounts,
single-use accounts) that provide agencies with flexibility to make payments above and beyond traditional plastic cards. An improved payment process that allows fully automated invoicing and payment processing 16 Agency Specific Benefits In FY 16, [Agency Name] received a total refund of $ [Insert] Under SP3, refunds are calculated based on spend volume of each agency/organization (i.e. sales) Refunds are separated into three groups: standard transactions, large ticket transactions, and epayables transactions Each transaction type has a minimum required sales refund at the master contract level. The minimum refunds are the smallest amount required, however, agencies/organizations are strongly encouraged to ask for higher refunds based on historical spend,
billing cycle, and speed of pay information 17 Agency Specific Benefits [Agency Name] also saved a total of $[Insert = 69.83 x # of purchase card transactions] in administrative processing for purchase card transactions Administrative cost avoidance is calculated by multiplying $69.83 by the total number of purchase card transactions; in its 2014 purchase card study, RPMG Research estimated $69.83* as the per transaction administrative cost avoidance for using the purchase card versus traditional procurement methods. Palmer, R. & Gupta, M. (2014). 2014 Purchasing Card Benchmark Survey Report. RPMG Research Corporation 18
Transition to GSA SmartPay 3 The existing GSA SmartPay 2 (SP2) Master Contracts end November 29, 2018 New Master Contracts for SP3 will: Be awarded during the summer or fall of 2017, allowing agencies close to 18 months to transition Include a four-year base period and three three-year option periods Agency option periods need not be tied to the options exercised at the Master Contract-level, however, agency option periods cannot exceed the limits of the Master Contracts 19 Transition to GSA SmartPay 3 Transactions under the new SP3 contract cannot begin before November 30, 2018
Once all new system interfaces have been developed and tested (if any), cards issued, and users trained on any new processes, transactions can begin under the new contract 20 GSA SmartPay Transition Timeline 21 How Transition Affects [Agency Name] All agencies will need to award new task orders under the new Master Contracts, even if the incumbent Contractor(s) is/are selected again. Transition activities will include: Defining [Agency Name]s program needs Issuing new charge cards to account holders Determining the appropriate task order type(s) based on
our needs Standard (same as Master Contract) Tailored (including agency-specific requirements) Tag-along, using another agencys task order Join a pool, to develop a task order to meet multiple agencies needs 22 How Transition Affects [Agency Name] Transition activities will also include: Preparing and awarding [Agency Name]s task order(s) Working with the incoming and outgoing Contractor(s) to prepare to begin processing transactions
Issuing new charge cards to account holders Cleansing and migrating data from the current contractor to the new contractor Establishing and testing system interfaces Communicating changes to stakeholders (e.g., cardholders, billing personnel) and conducting training 23 Suggested Transition Milestones [Agency Name]s new task order(s) must be in place, and the Contractor(s) ready to process transactions no later than November 30, 2018 To ensure ample time to transition from the current Contractor to the new Contractor: We recommend that we target [Date] for task order award, and that Transactions begin under the new contract on [Date]
24 Transition Management Team GSA recommends that agencies designate their own Transition Management Team (TMT) to support the move to the new task order(s) The TMT would be responsible for: Developing a project plan and milestones Analyzing options and making recommendations (e.g., task order type) Coordinating the definition of agency needs and development, negotiation, and award of the new task order(s) Managing logistics, including issuance of new charge cards, coordinating the integration of contractor systems with existing agency infrastructure, providing training to account holders, etc. Identifying and securing support for necessary resources in a
timely manner 25 Additional Resources In addition to the dedicated TMT resources, additional budget and/or resources may be needed to support: Systems migration and testing (particularly if switching contractors) User Training (e.g., on new or modified EAS) Administering two task orders concurrently The chart on the following page shows an estimate of the budget and FTE resources required to support the transition 26 Additional Resources Budget Estimate for Additional Resources
Resource FTEs Estimated Cost* Definition of Agency Needs [insert #] $[insert] Task Order Development [insert #] $[insert]
Task Order Award [insert #] $[insert] System Testing / Other IT Support [insert #] $[insert] User Training [insert #] $[insert]
Transition Management Team (TMT) [insert #] $[insert] Transition Support Contractors (under BPA) N/A $[insert] Total Additional Resources Required [insert #] $[insert]
* The Estimated Cost does not include figures for funds that have already been allocated (e.g., wages for detailed employees). 27 How the Center for Charge Card Management Will Help Work closely with agencies and contractors to facilitate a seamless transition Develop transition planning tools for agency use: Agency pre- and post-award checklists Frequently Asked Questions Agency program Needs Assessment Tool Task Order Tool/Guide and Sample Task Order Documents
Provide training and guidance on transition planning tools Provide guidance and assist with questions on developing task order documents and Statements of Work 28 How the Center for Charge Card Management Will Help Coordinate GSA Tag and Pool arrangements Post the SP3 Master Contract and Transition Tools on the GSA SmartPay website Provide transition training sessions at the GSA SmartPay Conference Provide virtual transition training sessions Assist agencies/organizations with questions and track progress throughout the transition process 29
Why We Need Your Input There are several areas where agency Executives need to make decisions or provide support to facilitate the transition: Will [Agency Name] provide support/resources required for a Transition Management Team (TMT)? Are the resources needed to support the transition available? What task order type will [Agency Name] use (i.e., standard, tailored, join a pool or tag along with another agency)? 30
Contact Information If you have any additional questions, please contact: [Name] [Title] Tel. (XXX) XXX-XXXX Email: [Insert] 31
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