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1 Click to edit Master title style Click to edit Master text styles

2 Click Paperless to edit Contracting: Master title style The Mandates, Benefits, Challenges & Best Practices Click to edit Master text styles Breakout Third Session level # A13 Reid Jackson, Fourth CEO, level Compusearch John Bashista, Director, Office of Acquisition Management, U.S. Environmental Protection Agency (EPA) Date: Monday, July 27, 2015 Time: 11:15am - 12:30pm 1

3 Click Executive to edit Summary Master title style What is paperless Click contracting? to edit Master text styles Paperless Contracting is best defined Third level as the process of acquiring Fourth products level and services and» Fifth administering level contracts using modern information technology, and paper only by exception 2

4 Click Rules to and edit Regulations Master title style 105th Congress Public Law 85. Section 850 Use of Electronic Commerce in Federal Procurement Click (November to 1997) edit Master text styles The Government Paperwork Elimination Act (October Third 1998) level National Archives» Fifth and level Records Administration: Managing Government Records Directive (M-12-18) (November 2011) Federal Acquisition Regulations, Subpart 4.5(a) Electronic Commerce in Contracting 3

5 Click What to do edit Studies Master Say title on style Paperless Contracting Lower Prices - Higher Productivity. Click to edit Master text styles According to Gartner, compared to traditional or basic Second sourcing approaches, level firms that adopt Paperless Third Contracting level can save up to 25% on purchases. According to A.T.» Fifth Kearney, level introducing Paperless Contracting technologies into an already well managed organization can: Increase savings by 5-8%; Reap 20-50% time savings; Have 90% of buyers who claim that their productivity increased, which is consistent with experiences reported by vendors. 4

6 Click Benefits to edit of Paperless Master title Contracting style Operational Benefits Click Telework to edit support Master text styles Auditablity Reporting Cost Savings Knowledge Retention/ Knowledge Sharing Continuous Improvement Compliance 5

7 Click Challenges to edit when Master moving title style to Paperless Contracting Click to edit Master text styles Resistance to change (70%) Uncertainty about what milestones are achievable in the short, medium, and long terms (15%) Security (10%) Vendors without internet access or those who need to submit extremely large attachments (5%) 6

8 Relative Benefits Paperless Contracting Stages Click to edit Master title style Click to edit Master text styles MS Word /Fax COTS CWS IAE/SAM Financial Integration Vendor Portal efile Integrated Reverse Auctions Single SSOR Collaboration and social UI Program Office and CDRL support Acquisition Portfolio Mgt approach Data interchange to GovCon CLM system Warrant mgt and HR-IS integration Integration to Enterprise Content Mgt system Level 0 Level 1 Level 2 Level 3 Level 4 Dark Ages The Basics Situational Awareness Enterprise Stewardship 7 Supply Chain View 7

9 Click to edit Master title style Click to edit Master text styles Q & A 8

10 Paperless Contracting Click to edit Master title style Key Points and Next Steps Click Leading to edit Acquisition Master executives text stylesare reaching for the next level of productivity and effectiveness Engage your team and vendors to establish maturity-milestone dates Stop by booth 401 to participate in the paperless contracting survey. 9

11 Click to edit Master title style CONTACT INFORMATION Click to edit Master text styles John Bashista U.S. Environmental Protection Agency Reid Jackson Compusearch 10

12 Challenges Click to edit for Master Agency title Leadership style Challenges Resistance to change (70%) Click to edit results Master in low adoption text rates. styles Uncertainty about what milestones are achievable in the short, medium, and long terms (15%) Security (10%) Best Practices Issue policy mandating the use Paperless Contracting systems and processes. Gartner research revealed that deploying Paperless Contracting as an optional tool to be used at the buyers' discretion Discuss policy with management and collectively communicate to 1102s and vendors Conduct acquisition reviews using only data from the system of record (i.e., no paper allowed) Identify and recognize 1102s who embrace new systems and processes Eliminate or drastically reduce physical space for filing cabinets and document storage, after ensuring scanners are easily accessible Provide ongoing support and training, including venues for management to share best practices with other agencies. Note that some 1102s will need much more training than others. Discuss plausible approaches with senior management and Acquisition executives in other agencies Review case studies describing approaches used by other agencies Engage consultants who have successfully implemented, maintained, and upgraded Acquisition systems and processes Use the Paperless-Contracting Maturity Model (PCMM) as a starting point Collaborate with your agencies information-security officer early and often to ensure the necessary authorization to operate (ATO) is secured and maintained Vendors without internet access or those who need to submit extremely large attachments (5%) Establish a small support desk to support the few vendors who might have valid shortcomings 11