Federal Acquisition Service U.S. General Services Administration MasterCard Worldwide Global Public Sector David J. Shea, CPCM, PMP Director, Office of Charge Card Management March 25, 2008 GSA SmartPay® 2 – Driving a Successful Transition
Federal Acquisition Service U.S. General Services Administration MasterCard Worldwide Global Public Sector Forum David J. Shea, CPCM, PMP Director, Office.
Mar 26, 2015
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Federal Acquisition Service
U.S. General Services Administration
MasterCard Worldwide Global Public Sector ForumMasterCard Worldwide Global Public Sector Forum
David J. Shea, CPCM, PMPDirector, Office of Charge Card ManagementMarch 25, 2008
David J. Shea, CPCM, PMPDirector, Office of Charge Card ManagementMarch 25, 2008
GSA SmartPay® 2 – Driving a Successful Transition
GSA SmartPay® 2 – Driving a Successful Transition
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Federal Acquisition Service
Agenda
• Recap from Last Year’s Forum• Program Overview• GSA SmartPay® 2 – New Products and Services• Transition to GSA SmartPay® 2• GSA Customer Service and Support• Q & A
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Federal Acquisition Service
Recap from Last Year’s Forum
What would happen if the government had to find a new way to handle 98 million transactions…with the current shortage of contracting and other specialists?
What would happen if $26 billion in government purchases, travel transactions, and fuel/maintenance disappeared?
What would happen if banks lost 5 - 10% of their total annual card spend overnight?
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Federal Acquisition Service
Program Overview GSA SmartPay®, established in 1998, is the federal government
charge card program that serves over 350 federal agencies, organizations, and Native American tribal governments
One GSA SmartPay® Master Contract with five banks (using 2 associations – MasterCard and Visa) currently provides card products and services to all 350 agencies, organizations and tribes; banks under the current program include:
Bank of America Citibank JPMorgan Chase Mellon Bank US Bank
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Federal Acquisition Service
Program Overview
GSA SmartPay® is the largest government charge card program in the world. In FY07 alone:
• Total FY07 program spend was over $27 billion, a 4.8% increase over FY06
• Over 91.5 million transactions were processed through approximately 3 million cards
• Over $174 million in refunds were earned by customer agencies/organizations
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Federal Acquisition Service
New or Improved Products:• Contactless cards – facilitate faster point-of-sale transactions• Debit cards – help to control the amount of outstanding credit
with cardholders• Pre-paid (stored value) 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 – improved ability to issue
and reconcile checks online such as: Electronic transaction records that must include merchant name Online imaging of cleared checks
GSA SmartPay® 2 – New Products and Services
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Federal Acquisition Service
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
• Detailed minimum security standards including FISMA and Payment Card Industry (PCI) security standards
• GSA has conducted bank security system reviews and determined that bank Electronic Access Systems (EAS) are Certified and Accredited (C&A), and are Section 508 compliant
Increased data requirements – more focus on Level 3 data, which provides better insight into the program for agencies/organizations and GSA SmartPay®
GSA SmartPay® 2 – New Products and Services
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Federal Acquisition Service
Improved Program Technology • Increased capability of bank EAS systems to provide flexibility in
reporting and account management, including the ability to:
– Generate ad hoc reports– Change category block templates (e.g., MCC blocking)– Dispute transactions electronically– Enable A/OPCs to turn cards “on” and “off”
• Data mining tools provided by associations – such as MasterCard’s Expert Monitoring System (EMS) – offer additional insight into card program data and trends
• Transaction monitoring to detect misuse, fraud, waste, and abuse (e.g., email alert service)
GSA SmartPay® 2 – New Products and Services
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Federal Acquisition Service
GSA SmartPay® 2 – Card Design Mock-ups
Purchase Travel
Fleet Integrated
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Federal Acquisition Service
Transition to GSA SmartPay® 2
The current GSA SmartPay® contract expires on November 29, 2008; all charge cards must be cancelled and replaced with new cards no later than this date
No later than November 30, 2008, agencies/organizations must transition to one of the GSA SmartPay® 2 banks:
Citibank JPMorgan Chase US Bank
Agencies/organizations rely on charge card services to support their missions and operations – ensuring a successful transition, without gaps in service, is of utmost importance
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Federal Acquisition Service
Transition Challenges Transition activities require significant efforts, and involve many different
stakeholders:
Cardholders Agency executives Agency IT personnel and Contracting Officers Agency finance and accounting personnel Approving officials Current GSA SmartPay® and GSA SmartPay® 2 banks Merchants Associations
Fortunately, 10 agencies represent approximately 90% of total program spend; unfortunately, these agencies are huge, complex organizations
Bank of America and Mellon Bank are not participants in the GSA SmartPay® 2 program; all Bank of America and Mellon Bank customer agencies/organizations must transition to a new bank under GSA SmartPay® 2
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Federal Acquisition Service
Transition to GSA SmartPay® 2 - Notional Relationship Diagram
SeniorLeadership
Finance
Procurement
IT
HumanResources
AgencyA/OPC
Purchase TravelFleet
AgencyA/OPC
Purchase TravelFleet
ApprovingOfficials
Cardholders
GSA’s Office of Charge
Card Management
GSA’s Office of Charge
Card Management
Congress/Legislation
SP1 Bank
SP2 Bank
OMB/GAOCompliance
CardProcessors
ContractingOfficers
Associations
Fleet Mgmt
Legal
IG
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Federal Acquisition Service
Transition Timeline
At this point in time, agencies should be finalizing
task order award activities
2007 2008
Develop Requirements Post-Award Systems Implementation
Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov
Write TOR Evaluate & Award824 4
Now
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Federal Acquisition Service
Agency Transition Status Report
The Agency Transition Status Report (ATSR) tracks the transition progress of 32 designated agencies and provides:
Agencies with a milestone tracking tool to support transition efforts
GSA SmartPay® program and the Office of Management and Budget (OMB) with insight into the government-wide transition status
To date, approximately 38% of these designated agencies have awarded task orders, representing approximately 32% of total FY07 program spend
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Federal Acquisition Service
Key Transition Activities2007 2008
Develop Requirements Post-Award Systems Implementation
Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov
Write TOR Evaluate & Award824 4
NowPre-Award Tasks(should be completed)
Post-Award Tasks
Develop communications plan
Define needs/requirements
Determine task order type
Develop/issue task order request
Evaluate and award task order
Obtain data from current bank
Cleanse, verify and send data to GSA SmartPay® 2 bank
Develop 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
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Federal Acquisition Service
Post-Award TasksThe post-award transition phase requires significant efforts to coordinate activities with the current bank, the new bank, and internal agency stakeholders
GSA SmartPay® bankGSA SmartPay® bank
Identify critical data to be obtained from current bank (master file/cardholder data)
Establish card closeout procedures
GSA SmartPay® 2 bankGSA 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 training
Intra-AgencyIntra-Agency
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
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Post-Award Tasks – 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?
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Federal Acquisition Service
Post-Award Tasks – Tips
Work closely with the current GSA SmartPay® bank to: Obtain master file/cardholder data and hierarchy data Obtain historical data and/or other data as required by agency Develop plans to manage trailing transactions Establish card closeout procedures
Develop plans soon after task order award with the GSA SmartPay® 2 bank to address: General expectations and communication processes with GSA
SmartPay® 2 bank Card distribution and activation procedures Testing/deploying EAS and other systems Bank training Contingency plans
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Federal Acquisition Service
Contingency Planning
Work with the appropriate bank and agency personnel to
develop contingency plans around:
Cardholders that 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
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Federal Acquisition Service
GSA Customer Service and Support
GSA’s Office of Charge Card Management (OCCM) is dedicated to supporting agencies in their transition activities through:
ATSR Tracking Transition tools posted on the GSA SmartPay® website GetSmart newsletter and GSA SmartPay® Smart Bulletins GSA SmartPay® 2 outreach campaign Monthly A/OPC meetings “Discussions with Dave” One-on-one meetings GSA SmartPay® Points of Contact
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Federal Acquisition Service
David J. Shea
(703) 605-2867
Q & A
www.gsa.gov/gsasmartpay
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