Title: David J. Shea, CPCM, PMP Director, Office of Charge Card Management OCCM Federal Acquisition Service
1GSA SmartPay Program Update
David J. Shea, CPCM, PMPDirector, Office of
Charge Card Management (OCCM)Federal Acquisition
Service
April 2008
2Value to the Customer
- Gain a general understanding of the GSA SmartPay
Program
- The value of charge cards to government agencies
- The value of the GSA SmartPay Program to its
customer agencies
- Learn what improvements have been made under the
GSA SmartPay 2 Program
- New products and services offered under GSA
SmartPay 2
- Learn about the transition to GSA SmartPay 2
- Learn why the transition is necessary and
important, when it will occur, what your role is,
how to complete transition activities, and where
to find additional information about the
transition
3Agenda
- Welcome
- Program Overview
- GSA SmartPay 2
- Transition to GSA SmartPay 2
- What Does This Mean for Program Managers?
- What Does This Mean for Cardholders?
- Q A
4Welcome
- What are your objectives for this course?
- What issues would you like to discuss?
- What topics do you want to understand better as a
result of your participation in todays course?
5Program Overview
- GSA SmartPay provides federal employees with a
secure, convenient, and efficient payment and
procurement tool in the form of approximately 3
million government purchase, travel, fleet, and
integrated charge cards - GSA SmartPay, established in 1998, is the
federal government-wide charge card program that
provides program service to over 350 federal
agencies, organizations, and Native American
tribal governments - One GSA Master Contract with (currently) 5 banks
provides card products and services to all 350
agencies, organizations, and tribes
6Program Overview
- Charge cards provide the following benefits
- Administrative savings and efficiency, estimated
at 1.8 billion in administrative processing cost
avoidance (e.g., reduced procurement time,
streamlined payment procedures and paperwork) in
FY07 for purchase cards alone - Refunds based on dollar volume and payment
performance
- Electronic transaction data, enabling better
reporting
- Worldwide acceptance
7Program Overview
- Program benefits
- Training, including GSA SmartPay annual training
conference
- Travel cards provide access to the City Pair
Program, which saves the government approximately
2.8 billion/year
- 72 average discount off comparable commercial
fares
- Access to merchants offering Point-of-Sale
discounts, including Office Depot, Home Depot,
etc.
- Program-wide representation on regulations and
issues impacting the program
- OCCM monitors legislation and communicates
potential impacts on agencies/organizations
8Program Overview
- In FY07 alone
- Total FY07 program spend was over 27 billion, a
4.8 increase over FY06
- Over 91.5 million purchase, travel, and fleet
transactions were processed through approximately
3 million cards
- Agencies earned over 166 million in refunds
- The ten largest customers (across business lines)
account for more than 90 of total program spend
9Program Overview - Purchase
FY07 - 18.7 billion in spend 25 million
transactions 283,000 cardholders
10Program Overview - Travel
FY07 - 7.2 billion in spend 42 million
transactions 2 million cardholders
11Program Overview - Fleet
FY07 - 1.2 billion in spend 24 million
transactions 828,000 cards
12GSA SmartPay 2
- The current GSA SmartPay contract expires on
November 29, 2008
- The successor contract, GSA SmartPay 2, was
awarded ahead of schedule on June 7, 2007
- All agencies must transition to GSA SmartPay 2
by November 30, 2008
13GSA SmartPay 2 Card Design Mock-ups
Purchase Card
Travel Card
14GSA SmartPay 2 Card Design Mock-ups
Fleet Card
Integrated Card
15GSA SmartPay 2 Program Improvements
- Increased security requirements increased
emphasis on security of both personally
identifiable information (PII) and procurement
data to minimize risk to individual cardholders
and to agencies - Strategic sourcing support leveraging the
buying power of the government to achieve savings
and best value procurement
- Increased data requirements more focus on Level
3 data, which provides better insight into
program performance for OCCM and agencies
16GSA SmartPay 2 Program Improvements
- Improved Program Technology
- Increased capability of EAS systems to provide
flexibility in reporting and account management
- Ability to generate ad hoc reports
- Ability to change category block templates (e.g.,
MCC blocking)
- Ability to dispute transactions electronically
- Improved ability for A/OPCs to turn cards on
and off
- Transaction monitoring to detect misuse, fraud,
waste, and abuse
- Email alert service
17GSA SmartPay 2 Enhanced Products and Services
- Contactless cards facilitate faster
point-of-sale transactions the card does not
leave the hand of the cardholder
- Debit cards help to control the amount of
outstanding credit with cardholders
- Pre-paid (stored value) cards provide
capability to load and reload cards with specific
dollar values. Cards can be issued with required
value on short notice. - Cardless accounts provide established
vendor-specific charge accounts without physical
cards
- Travelers and convenience checks improve
ability to issue and reconcile checks online,
including features such as
- Electronic transaction record must include
merchant name
- Online imaging of cleared checks
18Transition to GSA SmartPay 2
- The transition refers to the activities
involved in the movement from the current GSA
SmartPay Master Contract to the GSA SmartPay 2
Master Contract - Each agency/organization is responsible for
transitioning its program from GSA SmartPay to
GSA SmartPay 2
- All charge cards must be cancelled and replaced
with new cards no later than November 29, 2008
19Transition to GSA SmartPay 2
- Transition Timeline (Larger Agencies)
Now
20Transition to GSA SmartPay 2
OCCM will assist customers through the transition
by
- Working to facilitate a smooth government-wide
transition to the GSA SmartPay 2 Program
- Providing support to agencies/organizations as
needed through
- Regular A/OPC meetings
- Newsletters
- Discussions with Dave
- Training
- One-on-one meetings as needed
- Working to minimize the impact of transition on
cardholders and other stakeholders
- Addressing transition issues and challenges at
the program level as they arise
21Transition to GSA SmartPay 2
OCCM will assist customers through the transition
by (cont.)
- Tracking Agency Transition Status Reports
(ATSR)
- Milestone tracking tool to support transition
efforts of 32 designated agencies/organizations
- Provides OCCM and the Office of Management and
Budget with insight into the government-wide
transition status
- Agencies/organizations which have awarded task
orders represent approximately 32 of total FY07
program spend and 50 of total FY07 program cards
(per February 26 ATSR) - Next ATSR is due April 26
- Conducting GSA SmartPay 2 Outreach Campaign to
build cardholder awareness of transition
22Transition to GSA SmartPay 2
- OCCM has developed tools to support
agencies/organizations in their transition
planning efforts
- Transition Executive Briefing
- Transition Quick Reference Guide
- Pre- and Post- Award Checklists
- Transition FAQs
- Communications Planning Tool
- Agency/Organization Needs Assessment
- A/OPC Information Technology Quick Reference
- Task Order Type Tool Task Order Guide
23Transition to GSA SmartPay 2 Web Page
http//www.gsa.gov/gsasmartpay
Address
24What Does This Mean for Program Managers? Key
Transition Tasks
Now
Pre-Award Tasks (should be completed)
Post-Award Tasks
- Obtain data from current GSA SmartPay bank
- Cleanse, verify and send data to GSA SmartPay
2 bank
- Develop card activation and distribution plan
- Bank EAS, interfaces, and other systems tested
and ready to activate
- New cards deployed users trained
- Develop contingency plan
- Card closeout procedures
- Develop communications plan
- Define needs/requirements
- Determine task order type
- Develop/issue task order request
- Evaluate and award task order
25What Does This Mean for Program
Managers?Post-Award Tasks
- The post-award transition phase requires
significant efforts to coordinate activities with
the current bank, the new bank, and internal
agency stakeholders.
Intra-Agency
GSA SmartPay bank
GSA SmartPay 2 bank
- Establish communication and coordination
procedures with bank
- Confirm task order variances and deliverables
- Plan logistics for card distribution and
activation, including inserts and activation
stickers
- Complete IT-related tasks
- Plan/coordinate user training
- Validate master file data
- Develop effective cardholder communications
- Develop/implement plans to reduce and deal with
trailing transactions (subscriptions, travel
vendor accounts)
- Update card policies and internal training on new
card policies
- Develop contingency plans
- Identify critical data to be obtained from
current bank (master file/cardholder data)
- Establish card closeout procedures
26What Does This Mean for Program Managers?
Considerations
- Have you thought about
- Which agency policies/procedures should be
refreshed?
- Will there be any restrictions on card use
leading up to transition?
- What are the old card destruction procedures?
- What record retention policies for closing out
the current contract need to be followed?
- How will trailing transactions from subscriptions
and vendor accounts be dealt with?
- How will new account numbers be communicated to
travel vendors?
- How will fleet cards be distributed to their
assigned vehicles?
- What will be communicated to agency cardholders
so that they know when to activate/use GSA
SmartPay 2 cards?
27What Does This Mean for Program Managers?
Contingency Planning
- Work with the appropriate bank and agency
personnel to
- develop contingency plans around
- Cardholders who have not received GSA SmartPay 2
cards by the cut-over date (especially those on
TDY status)
- Cardholders that use their old GSA SmartPay
card after the cut-over date
- Recurring charges (subscriptions, vendor
accounts)
- EAS or other systems that are not ready by
cut-over date, or any system malfunctions (e.g.,
data breaches) that occur around the cut-over date
28What Does This Mean for Cardholders?
- You may receive new cards before the date your
agency transitions to GSA SmartPay 2 be sure to
use the correct card at the appropriate time
(only one card will be operational at a time) - If you are traveling around the time of your
agencys transition date, ensure that you have
your new card with you, and use it for all
appropriate expenses after the transition date
29What Does This Mean for Cardholders?
- Ensure that you cancel all automatic or recurring
charges on your existing cards (e.g.,
subscriptions), so that they are not charged to
your old card accounts after your agencys
transition to GSA SmartPay 2 - Transfer automatic or recurring charges to your
new cards
- Reconcile all transactions with your current
bank
- Complete Electronic Access System (EAS) training
as needed (agencies may have a new EAS under GSA
SmartPay 2, particularly those that transition
to a new bank)
30What Does This Mean for Cardholders?
- Review guidance from your A/OPCs in order to stay
informed of your agencys transition to GSA
SmartPay 2 and your role in it complete tasks
as requested, for example - Apply for new cards in accordance with your
agencys procedures
- Keep an eye out for your new card to arrive and
activate your new cards as instructed
- Destroy your old card in accordance with your
agencys procedures
- Be sure you understand new policies and
procedures
31What Does This Mean for Cardholders?
- Utilize additional sources of information
regarding transition to GSA SmartPay 2,
including
- GSA SmartPay website www.gsa.gov/gsasmartpay
- Statement inserts
- Statement messaging
- Emails and guidance from A/OPCs
32What Does This Mean for Cardholders?
- Stay compliant with the requirements of the
program
- Stay current with program training
- Use the card in accordance with all agency and
government guidelines
- Pay account bills on time
33Vendor Brochure
GSA SmartPay 2 Ad and Poster
34Post-It Notes
Fleet Card Postcard
35All Business Lines Postcard
Integrated Card Postcard
36Travel Card Postcard
Purchase Card Postcard
37Q A
David J. Shea, CPCM, PMP david.shea_at_gsa.gov (703
) 605-2867 Please provide your feedback and tho
ughts about the current and future program at ww
w.gsa.gov/gsasmartpay, under GSA SmartPay Prog
ram Feedback Form
www.gsa.gov/gsasmartpay