C ourse Number: 152530SRM2CRPRCH0111 V004 – last update by IES SRM Core Purchasing Training...

Course Number: 152530SRM2CRPRCH0111V004 – last update by IES

SRM Core Purchasing Training Participant’s SRM Core Purchasing Training Participant’s GuideGuide

Introduction and

Overview

Introduction

Introductions

Instructor

Participants

Expectations and Logistics

OverviewCourse Description

Provides knowledge and skills in the following areas of SRM: Managing the automatic assignment of requisitions

Creating and editing solicitation documents

Opening, evaluating, and awarding responses to solicitations

Creating and editing contracts and purchase orders

Becoming familiar with the portal and supplier registration

Learning Objective

State at least three (3) changes in the strategic purchasing and sourcing process

SRM Strategic Sourcing

“REQUIREMENT”

A shopping cart (or requisition) that has been approved and routed to a sourcing professional to process into a solicitation or purchase order

New Term

SRM Strategic SourcingThe goal across the Commonwealth is to have procurement start with a cart

The Commonwealth is moving away from multiple non-standard processes outside the SRM system

A shopping cart should be the starting point for any material or service request to the agency or DGS

Remember

This!

SRM Strategic SourcingIf your agency utilizes MRP to generate requisitions, those requisitions and orders will remain in R/3

MRP ordering activity accounts for only .2% of Commonwealth orders

If you review inventory reports and manually place orders, do this in SRM with a shopping cart

Select “Order as Direct Material” in the shopping cart

Special

Note


MRP processes remain the same as in R/3

F. Y. I.


Informal bids may be gathered through an RFQ in SRM

Then, create the PO from SRM

Informal bids may be gathered on the phone or by e-mail

Then create the PO in SRM, documenting the bid process

Informal

Bids


SRM automatically assigns a cart to DGS when appropriate

Note New Threshold!Materials > $20,000 to DGSServices > $250,000 to DGS


Certain solicitation documents (IFB, RFP, SPR, RFQ IT-ITQ) are automatically sent for approval based on workflow

Approval is important because immediately after final approval, the documents are visible to the suppliers

Suppliers can access the full solicitation document after the “Start Date” of the solicitation

New

Information


Ink signatures are not required on electronically submitted responses to solicitations

New

Information


Other users will receive appropriate training

Approvers receive Approver Training

Attorneys receive training on the system and on approvals

Comptrollers receive training to enable them to access any data or documents they need

Update

Introduction to SRMAt your desk, you will access SRM through the MyCommonwealth Workplace menu, as shown below

Today we are using a training environment, so the screens will look a bit different

Introduction to SRM

The “Old Look”

The Transaction Type in R/3

Introduction to SRM

The “New Look”

The Transaction Type field in SRM

Introduction to SRM

The “Old Look” Information found in TEXTS and through the SERVICES FOR OBJECTS icon…

Introduction to SRM

The “New Look”

…is now found on a Documents screen in SRM

Introduction to SRM

The “Old Look”

Item Overview and Item Detail screens in R/3 compare to…

Introduction to SRM

The “New Look”

…Item Overview and Item Details screens in SRM

Introduction to SRM

The “Old Look”

R/3 Message Output screens are replaced by…

Introduction to SRM

The “New Look”

…SRM’s Output Documents screen

Introduction to SRM

The “Old Look” and the “New Look”

R/3 toggles are replaced with a DETAILS icon in SRM

Introduction to SRM

The “New Look” A new feature: the partner data is now displayed directly on the Basic Data screen for header information, and on the PARTNER subordinate tab for line item choices

Introduction to SRM

The “New Look”

The SRM PRICES tab replaces the ITEM CONDITIONS option in R/3

Simulation

Log onto SRM and create a shopping cart using the “Describe Requirement” fields

Exercise

Log onto the system and create shopping carts

Follow instructions to complete the exercise

Receiving Requisitions: “The Buyer’s Worklist”

Learning Objectives

Reassign a requisition to a workgroup or a specific sourcing professional

Open a requisition assigned to my work group

Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM

Advertise Solicitation

Receive the RequisitionWhat is a Buyer’s Worklist?

Because requirements are now initiated through a shopping cart, the ZME-57 and ME-57 R/3 transactions are no longer the standard ME-57 transactions will be used only to process

requisitions generated from MRP

A Buyer’s Worklist now shows pending requirements

Receive the Requisition

What is a Buyer’s Worklist?

The ZME-57 screen in R/3 is now the Buyer’s Worklist in SRM


What is a Buyer’s Worklist?

One change you may notice is that SRM uses the term “Category” for the R/3 term “Material Group”


What Can I Do in the Buyer’s Worklist?

Depending upon your role, you may be authorized to: Search for requirements that have not been

sourced

Add requirements to your work area

Return requirements to the worklist

Receive the RequisitionWhat Else Can I Do?Process requirements (shopping carts)

Create purchase orders Create solicitation documents Create contracts Propose and assign sources of supply to the requirement Create an auction (DGS only)

Note: After the purchase order or contract is created, the requisition/requirement disappears from the work area


Assign requirements to a purchasing group

Reassign requirements For example, if a requirement is system-routed

to DGS, but DGS does not need to source the requirement, DGS can assign the requirement back to the original purchasing group

What Else Can I Do?(continued)


The next section of training focuses on two of the tasks that can be performed in the Buyer’s Worklist areas:

1. Assign the requisition

2. Receive the requisition and process it

Simulation

Using SRM, assign a requisition

Assign the Requisition

Select Strategic Sourcing

Select Redistribute Workload


If you are authorized to assign work to others:

Use the Redistribute Workload transaction to assign requirements to specific groups or sourcing professionals

Sends the requirements to the Buyer’s Worklist

This transaction is also used to reassign responsibility for solicitations, contracts, and purchase orders

How Do I Assign Work to Others?

Assign the RequisitionHow Do I Assign Work to Others?

Recall that, in SRM, a shopping cart might contain more than one type of commodity

The line items are listed separately in the ACM’s sourcing area

Assign individual line items to a purchaser

The purchaser will later select the individual line items to hold or to process when they appear in his/her own worklist


Use the checkboxes to identify what type(s) of document you want to view

Requirements, POs, solicitations (bid invitations), and contracts are available options

Finding Potential Assignments


Use other criteria from the drop-down menus to further refine the type of documents you want to view

Note that the Purchasing Group defaults to the buyer’s group, so it must be verified or changed



Note the “…” option at the bottom of a drop-down menu

This indicates that more options are available

Most search features, including drop-down menus, show only the most recently used, or most often used, options



This screen shows an example of data that were returned after selecting “…” on the previous drop-down menu

Find Other Options from Drop-Down Menu


After selecting the search criteria you want to use, select the START button



The Results List screen displays

View a document by selecting its document number

Making the Assignment


Select a document to assign by using the checkbox next to it

All documents can be selected at one time by using the header checkbox


Assign the RequisitionMaking the Assignment

Use the drop-up menu to select the Purchasing Organization to which you want to assign work


Use the drop-up menu to select the Purchasing Group to which you want to assign work



Select the START MANUAL ASSIGNMENT button

Do not use the ASSIGN AUTOMATICALLY button; it will not work



The selected item(s) are displayed

De-select any items you do not want to reassign

Select the START ASSIGNMENT button

Alternately, select the BACK TO SEARCH RESULTS button to restart the search



A dialogue box appears

Select the OK button to complete the assignment

Selecting the CANCEL button does not reassign any items


Assign the RequisitionMaking the Assignment

Selecting the OK button displays this MESSAGES screen

Select the UPDATE MESSAGES button to confirm the assignment(s)


Select the BACK TO INITIAL SCREEN button to return to the Redistribution of Workload screen



Select Sourcing

Select Carry Out Sourcing

Accessing the Buyer’s Worklist


The Sourcing screen displays all open assignments

You will move assignments to your work area

Select the FIND tab to locate requirements that apply to your purchasing group

Using the Buyer’s Worklist


Enter your Purchasing Organization and Purchasing Group

To find all assignments for your organization and group, leave other search fields blank

Finding Your Assignments


To narrow the search, add information and/or select EXTENDED SEARCH link

Select the START button

Items matching your selection criteria appear on a new screen



Using the checkboxes, select an item you want to add to your work area (to work with now)

Select the ASSIGN TO ME button Note that more items are available on the next page



To view the original shopping cart and its details and documents, select its link

Working with the Assignments


After assigning item(s), the Work Area screen displays

From this screen, it is possible to perform any necessary action on the requirement



Process the documents now…OR

If you cannot work on it now, select the REMOVE FROM WORK AREA button to make the requirements available to other sourcing professionals



If a purchaser has not yet held a requisition, the requisitioner can remove the request

The requisitioner must open the requisition and then delete the item(s) and/or shopping cart

This deletion makes the requisition unavailable to the purchaser



To see if a source of supply (contract) is available for the item, select the requirement’s checkbox

Then select the PROPOSE SOURCE OF SUPPLY button


Receive the RequisitionPropose Source of Supply

Use the checkbox to select the desired source of supply

To view multiple suppliers, select the COMPARE PRICES button

When the source is chosen, select the UPDATE PURCHASE ORDER VALUE button to transfer the source of supply (contract) to the requirement


Use the checkboxes to select desired source of supply

Select the COPY CHANGES AND BACK button


If a suitable source of supply is not available, return to this Work Area screen

The item can be removed from the work area, if desired


All solicitations can start from the CREATE BID INVITATION button

Purchase orders, and contracts can also be started directly from the worklist


Assign a requirement to another sourcing professional


Exercise

Using the “Display SRM Documents”

Role

“Display SRM Documents” Role

Users will be assigned the “Display SRM Documents” role

View any requirement or document, even if you role does not allow you to work with that document

The documents will display for anyone, although you cannot change them without role authorization


Select Display SRM Documents

This option gives SRM users access to procurement documents in a display-only view


Select the option that corresponds to document you want to display

Selecting a menu option displays a search screen

Enter search criteria and select the START button


Search results are displayed The Status column lists the document’s current

status Select the number of the document or the

action icons on the right to access information


If you selected the document number or DETAILS icon, a new screen opens with the document on display


The Follow-on Documents area indicates if a PO has been issued

If a PO has been created, you will see the PO number


View changes in versions of the document by selecting one of these buttons


Document numbers and status are displayed on the History tab

Select the PURCHASE CONTRACT link to display the contract associated with this bid invitation


When reviewing a contract, you may be interested in the History tab

The History tab lists the document numbers and the status



When finished viewing the document, return to the main menu

Navigate to other areas within SRM if desired

How does a requisitioner know who is working on her shopping cart?

If a document has been created, use the Display SRM Documents role menu to find the requirement

If the requirement has not yet been worked on, call the DGS Associate Commodity Manager if necessary

http://www.dgs.state.pa.us/procurement/lib/procurement/reorganization/personnellisting.xls


Five Types of Solicitation Documents

Learning Objectives

Explain the difference between public and restricted solicitation document types

Match the type of solicitation document with the business process that supports it

Use SRM to create at least one solicitation document

Post a solicitation in the portal


Solicitation is a request for registered suppliers to submit an offer to provide materials or services to the Commonwealth

Response is the specific offer from a supplier to provide materials or services to the Commonwealth, including pricing and other criteria

The response to a solicitation may be in the form of a bid, proposal, quote, or other submission

Vocabulary

For legal and business purposes:

Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract

Or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM


Learn to Create a Solicitation

1. Choose a solicitation document type

2. Create the solicitation document

3. Advertise the solicitation

In R/3 there were a variety of documents starting with the code “RFQ”

Now there are five types of solicitation documents

Each type should be used, and referred to, in the correct way for legal and business purposes

NOTE: A responder to a solicitation must be deemed responsive and responsible in

order to receive an award

Choose a Solicitation Document

Five Types of Solicitation Documents

Invitation for Bid (IFB)

Request for Proposal (RFP)

Request for Quote Invitation to Qualify (RFQ ITQ)

Request for Quote IT Invitation to Qualify (RFQ IT-ITQ)

Supplier Pricing Request (SPR)


The Five Solicitation Documents



Supplier submits a bid for a specific item with specific criteria

No contract currently exists; a competitive solicitation process is required

CoPA awards based on low price

LCB requisitions plastic (“poly”) bags for its retail stores

The bags are a new item and no contract for them exists

The agency developed its own specifications for the bags regarding size, strength, artwork, and other criteria

The agency provided specific expectations on quantity, deliveries, permits


Request for Proposal (RFP)

CoPA awards based on a variety of criteria and is considered “best value”

Best & Final Offers may be sought

Supplier submits a technical proposal, as well as cost information for a specific item with criteria offered by supplier

No contract currently exists; a competitive solicitation process is required

DPW needs a contract in place for pharmaceuticals

Prescription-filling services

Generic and name brand options

Contract to serve all DPW institutions

The potential supplier(s) have some flexibility, and can create a customized plan for the Commonwealth to offer the best service, logistics, and price

Choose a Solicitation DocumentRequest for Quote Invitation to Qualify (RFQ ITQ)

Supplier on contract submits a price quote and other information for a requisitioned item (not IT-related)

A multiple-award contract currently exists; pricing may or may not be associated with the desired item

CoPA awards based on a variety of criteria and is considered “best value”

Tree trimming service is required on state game lands in Westmoreland County

A contract exists with the tree trimmers

A quote is needed for the specific amount of service required at that one location


Request for Quote IT Invitation to Qualify (RFQ IT-ITQ)

Supplier submits a technical proposal, as well as a price quote, for a requisitioned IT item

A contract currently exists but no pricing is associated with the desired item

CoPA awards based on best value

The IT-ITQ streamlines the process of individual agencies initiating procurement of their IT service needs under $5 million

The ITQ process pre-qualifies a supplier

That supplier can then submit a quote to provide services to any or all Commonwealth agencies


Supplier Pricing Request (SPR)

The supplier submits pricing information about a specific item

The supplier is the sole source of supply for this item

The agency’s approved shopping cart and Source Justification Form are routed to DGS

Department of Corrections requires a piece of machinery that is manufactured by only one company in the U.S.

The agency requisitions the item Creates shopping cart using “Describe

Requirement” Completes and attaches Source Justification Form Approves the cart Sends it to DGS

After Corrections submits the request:

DGS determines if the request is a true sole source

DGS creates SPR solicitation document

Supplier submits the quote

DGS negotiates or validates the quote

Materials requests are reviewed by Sole Source Board and service requests follow pre-defined workflow

Supplier Pricing Request


Public

Any registered supplier can respond

Restricted

Only those suppliers on contract can respond

This type is commonly used for RFQs to ensure that responses are received only from those suppliers already on contract

Public and Restricted Solicitations

Simulation

Using SRM, create a solicitation

Create a Solicitation Document

A solicitation document:

May be created directly from the Buyer’s Worklist assignment screenUse this option whenever possible

May be created as a copy of an existing solicitation

May be created as a new document from the menu options (as in our example)


Our example shows:


Professional Purchaser role

Creating the IFB “from scratch”


Select Professional Purchaser

Select Sourcing

Select Process Bid Invitation


Select a Transaction Type from the drop-down menu

Select the CREATE button

Creating an IFB


The Collective Number (CN) does not exist in SRM

The “Bid Number” replaces the CN

“Bid Number” is system generated

Begins with 61

The number carries forward throughout the sourcing process

Where’s the

CN?

Create a Solicitation DocumentData Entry Methods:

Defaulted data

Drop-down menu selections

Data entry fields

Checkboxes

Calendar selectors(note that SRM uses the 24-hour clock)

We will highlight a few fields that require data entry


Enter times in HH:MM:SS military format 10:30 a.m. entered as 10:30:00 10:30 p.m. entered as 22:30:00

Would you choose Public or Restricted publication for:

IFB?

RFP?

RFQ?

RFQ IT ITQ?

SPR?


RFQ IT ITQ

Choose Restricted

Select from the pre-qualified suppliers on the IT-ITQ contract, per IT-ITQ procedures

SRM will not select these for you

SPR

Choose Restricted (only one supplier can fill the requisition)

Create Solicitation Document

IFB

Choose Public

RFP

Choose Public

RFQ

Choose Restricted

Select the pre-qualified suppliers on an ITQ contract, per the particular ITQ procedures

SRM will not select these for you

Answers


Start Date, End Date, and Opening Date must be in the future

Enter time as HH/MM/SS

Enter time on a 24-hour clock

10:30:00 is 10:30am

17:30:00 is 5:00 pm

Basic Data Screen


The Start Date is earliest date and time the suppliers can access the solicitation When creating the solicitation

document, allow enough time before the Start Date for the approval processes

If the solicitation is approved prior to the Start Date, suppliers may see the solicitation on the PA Supplier Portal, but will not be able to open it

Basic Data Screen


The End Date is latest date and time the suppliers can submit a solicitation This is not the latest date and

time the suppliers can access the solicitation – it is the latest they can submit a response

Allow enough time for the suppliers to:

Access and comprehend the solicitation

Create and post a response

Basic Data Screen


The Opening Date is the date and time the responses will be opened This is not the date and time

the solicitation is opened for allowing responses – it is the date the responses are opened

To determine the opening date, follow opening date guidelines as stated in the Procurement Handbook

Basic Data Screen


Always select “United States Dollar” from the drop-down menu in the Currency field

Always select “Complex Prices” from the drop-down menu in the Detailed Price Information field (if it is not defaulted)

Basic Data Screen


Selecting this checkbox indicates that bids are required for all items If the responder does not bid on all items, the submission is

considered non-responsive and is rejected

Be careful to select this box only when appropriate

Basic Data Screen


The Commonwealth does not use automated weighting within SRM, so this box will not be used

Basic Data Screen


Always select this checkbox to indicate that a responder may change a submission up to the solicitation’s End Date

Basic Data Screen


Select this checkbox to indicate that a responder may add or substitute items

Basic Data Screen


Although the option exists to create a Purchase Order or Contract as the Follow-on Document, you are strongly advised not to use that option

Using that option would open two separate document creation areas after the award is made


In certain solicitation documents, an option exists to set a Target Value

Do NOT use that feature, unless directed to do so by DGS for a specific solicitation

Final Note on the Basic Data Screen

Subordinate tabs open new screens

Create a Solicitation DocumentThe Subordinate Tabs

The PARTNER tab contains defaulted data in the Requester field.

The identified requester may be the requisitioner who created the shopping cart or the sourcing professional who is creating the solicitation document


PARTNER Tab and Its Screens

The Location field indicates “plant”



Other data on the PARTNER tab may be defaulted based upon the original shopping cart

The user may add or edit informationThe SEARCH and DETAILS icons are available



Selecting the DETAILS icon opens a Details screen

If in Header Data, the resulting Details screen applies to header

If in Item Data, the resulting Details screen applies only to that line from which the icon was selected


DETAILS Icon

Selecting the FIND/SEARCH icon opens a Find screen that allows the user to search for information pertaining to that one line item

Search criteria is not case-sensitive

The asterisk (*)is a wild card


FIND Icon

Select the START button to begin the search

Select the CANCEL button to return to the previous screen


FIND Icon


Use the BIDDER/BID tab to identify potential responders

On restricted invitations the solicitation is sent only to those identified

A supplier may self-enroll to a particular solicitation to indicate his/her interest in that solicitation

The supplier then receives e-mail notifications about that solicitation and any changes made to it

BIDDER/BID Tab and Its Screens



Enter “Public Advertising Supplier” in the Bidder ID field for public solicitations

A name is required to print or output the solicitation

To add a potential responder: Enter a supplier’s number into the Bidder ID field

Select the ADD BIDDER button



To search for a potential responder: Select the FIND BIDDER button



Using the FIND BIDDER button opens this screen, where a user can enter a variety of search criteria

The more criteria entered, the narrower the search

Some fields accept Y (yes) or N (no) entries

After entering the criteria, select the START button


Find Bidder

A helpful feature is the ability to access a “real-time” list of suppliers available for a particular solicitation

Search by entering data into the Product Category field

Select the START button


Find Bidder

When a list of suppliers is returned, select the checkbox next to one or more

Select the TRANSFER button to add the supplier to the list or select the CANCEL button to cancel the task and return to the previous screen


Find Bidder

The selected suppliers are displayed

Available icons on this page include DELETE and OUTPUT OPTIONS



Selecting the OUTPUT OPTIONS icon opens a screen with detailed output options for that particular supplier

Select the LOG button to view previous outputs to this supplier

Select the BACK TO BIDDER LIST link to return to the list


OUTPUT Icon

NOTE: Do not search via the Bidder Directory option, as this links to a source outside SRM that is not available

You may lose data you are working on if you link outside the system



The DOCUMENTS tab permits notes and attachments

Select the link for the type of text you want to enter


DOCUMENTS Tab and Its Screens

The only text the supplier sees is that from the Tendering Text field

Enter specs’ “long text” in the Tendering Text field




Enter text in the text box

To attach a document to the solicitation, use standard browse protocol and then select the ADD button



.txt

.pdf

.doc

.xls

.gif

Text files

Adobe Acrobat document

Word document

Excel spreadsheet

Picture, e.g. screen shots

Document types that can be attached include:



The network supports attachments up to approximately 20 - 25 MB

The MB total is a combined total If you send an attachment with 20 MB, and expect an

attachment of the same size in response, you will have attached 40 MB total

Keep the total attachment size in mind!

An oversized attachment/document will not create a hard stop, but will put a drag on the system that will make it extremely slow and may not work properly



Hints for managing document sizes:

20 – 25 MB is a large amount of data

A 183-page Word document heavy with diagrams might contain about 3 MB

Do not scan documents into attachments unless necessary

Think about linking to your website if there is a large file that suppliers must access

If you are requiring suppliers to return the equivalent of volumes of data in multiple binders, it might be unrealistic to mandate an all-electronic submission



ATTRIBUTES Tab and Its Screens

A supplier who wishes to submit a response must comply with all attributes

If the supplier does not comply, the system will not allow the response to be submitted through the portal




To add attributes, always access the Group drop-down menu and select your purchasing group

This important step loads legally required attributes



When attributes are returned, you must select all checkboxes

Note that this list flows onto another page

When complete, select the ADD ATTRIBUTES button



Add attributes by selecting the type, entering description, or using other available fields

To return a list of already available attributes, select the START SEARCH button

Do not use the PROPOSE button; use the CREATE button if authorized to create an attribute



Other Subordinate Tabs

Do not use the WEIGHTING tab

While weighting of attributes is a feature of SRM, the Commonwealth currently DOES NOT weight attributes

DGS will issue standards on when and how it should be implemented for both attributes and line items at a future date if the decision is made to use that feature


Other Subordinate Tabs

Other subordinate tabs are available, and will be detailed later in this course


Tabs and fields that are similar to those available at the Header Data level are also available for use at each line item

ITEM DATA Tab


Use selection and search methods to add, duplicate, select, find and complete details, or delete an item

ITEM DATA Screens


Don’t forget to save your documents

Select the HOLD button to initiate the save process

If necessary, select the REFRESH button

Name the document (on the first save only)

A confirmation message appears

(See naming convention on next slide)

Other Button Options


There is a 40-character limit on the document’s nameCharacters include letters, punctuation, and spaces

The name must include:Your 2-digit agency business area number

Space

Noun that describes the item (no abbreviations)

Comma

Space

Adjectives or Descriptors, as necessary

Repeat Comma and Space, as necessary

Naming Your Document


Examples:21 Van, wheelchair78 Trucks, dump, heavy78 Tarp, cover system, road salt35 Monitors, air quality35 Analyzer, thermogravimetric35 Mass Spectrometer, gas chromato, TOF20 Chromatography system, ion, upgrade78 Sheeting, reflective, traffic

Naming Your Document



On most screens, more options are available at the top of the screen

On the Create screens, the usual options are:

Do not select the RECORDS MANAGEMENT button; this button is not functional


Select this button… Perform this function…

START DOCUMENT BUILDER

Create a legal document in a .pdf format of the entire solicitation, based on type of document selected, including terms and conditions

PUBLISH

Post the document to the portal (document is sent for approval and technical workflows)

Do NOT select the PUBLISH button until Document Builder is complete

HOLD

Save the document for later use, but do not send it for workflow or publication

You must select the HOLD button before running Document Builder




Select this button… Perform this function…

CHECK Review the document for errors

REFRESHInsert data into static fields and revise the document

DOWNLOAD Download onto an Excel spreadsheet

UPLOAD Load a spreadsheet into SRM

OUTPUT PREVIEWView a copy of the document exactly as the supplier will see it


Changing a Solicitation Document

Locate the document by entering its number or performing a search

Select the DETAILS icon or the CHANGE icon


Select the DETAILS icon to open the document OR

Select the CHANGE icon to edit the document



Select this checkbox on the Basic Data screen to indicate that a minor change has been made to a previously created document

The minor change does not require another approval



Examples of Changes Not Requiring Approval Extensions to the end date Change to delivery information

Examples of Changes Requiring Approval Changes to legal forms or terms and conditions Changes to scope of work (SOW) Changes to specifications Any change that would substantially alter the original

procurement document



Always follow your supervisor, agency, and Legal Department guidance on what constitutes a minor change not requiring workflow

If in doubt, send it for approval



Make any required changes

Changes will be reflected in a new version

When a document has been changed, this DISPLAY CHANGE DOCUMENTS button becomes visible



Selecting the DISPLAY CHANGE DOCUMENTS button calls up this overview screen



Copying a Solicitation Document

Do not use the Template feature in SRM

The template would be routed for approval, and then when the template is used, it would be routed for approval again

Use the COPY button to create a copy of a document to use as a personal “template”

The new document will display immediately

Name the new document and proceed as usual


Output Preview

Select the OUTPUT PREVIEW button to view the document as the recipient will view it


Each document contains specific legal language applicable to the solicitation type and follow-on document type

Output Preview


Select the SAVE A COPY button to save a copy to your computer

Select the red “X” in the upper right corner to close the window

Saving Your Documents

Exercise

Create a solicitation document



When creating a solicitation, should I require paper or electronic responses?

The

BIG

Question

The BIG Answer

Electronic submissions should be the primary method of doing business


Paper or Electronic Submissions?

You must select a submission method when you create the solicitation and enter the choice in Document Builder

Whatever method is chosen must be used by all responders

Deviating from the prescribed method will result in the bid being considered non-responsive


Use Electronic Submissions When…

Line items and cost elements are defined by the Commonwealth, and can therefore be submitted in SRM Deliverable-based

Task-based

RFP submissions for technical submissions and DBE verification documents must continue to be submitted in separate, sealed envelopes, but their cost can be electronically submitted


Use Paper Submissions When…

The supply base does not utilize technologyOR

The cost requirements are not defined by the Commonwealth A paper-based RFP’s submission must be contained

in three separate, sealed envelopes

Create the solicitation in SRM

Create the contract or purchase order in SRM


Document Builder is a software product that works with SRM to create legal documents from solicitations, purchase orders, and contracts

Document Builder is used with paper or electronically submitted responses for the creation of Commonwealth procurement documents

Using Document Builder to Create the Legal Document


The created SRM document is pulled into Document Builder and, based on the document type and other inputs, the user answers a series of questions that builds a legal document

Document Builder automatically creates the type of document from which DB was launched: RFP, Purchase Order, etc.



Document Builder interfaces with SRM for the creation of the following solicitation documents:

IFB

RFP

RFQ-IT ITQ

SPR

Document Builder interfaces with SRM for the creation of contracts and purchase orders, as well



Why does the non-IT RFQ not require the use of Document Builder?


Why does the non-IT RFQ not require the use of Document Builder?

The non-IT RFQ is only used for acquiring price quotes from ITQ contracts.

The terms and conditions (T&C) of the contract are associated with the end document (PO), so the output of the RFQ will contain language referring the supplier to his/her contract.


There are two ways to access Document Builder

Within SRM while working on a solicitation

Using MyCommonwealth Workplace menu

Accessing Document Builder


Within SRM while working on a solicitation

Select the HOLD button

Select the START DOCUMENT BUILDER button

Accessing Document Builder

The following message appears:


Select the OK button, wait several seconds and then select the DOCUMENT BUILDER button again

Accessing Document Builder with the MyCommonwealth Workplace menu


Select the following menu options:

SRM Agency Purchaser

Doc Builder

Document Builder

1

2

3


The Document Builder screen appears

Using Document Builder

If you accessed Document Builder through SRM, some information is populated for you

Create a Solicitation Document If you accessed Document Builder through the

menu, you must perform several steps:

Select the CREATE button and then the Create Document option


Select the Document Selection icon

Name the document

Create a Solicitation Document Select the row indicator button to choose the correct

document and then select the COPY button

1

2


Select the REFRESH button to complete the Header Data, doing so:

• Fills in Style textbox

• Causes the Dialog, Document Summary and Preview tabs to appear

• Populates the Regulation Sets area, as seen on the next slide


Selecting the REFRESH button also populates the Regulation Sets area


When the information on the HEADER DATA tab is complete, it is time to select the DIALOG tab

Create a Solicitation DocumentThe DIALOG tab contains the Document Data Groups

The Document Data Groups contain questions based on Commonwealth business and legal rules

Answer each question

Create a Solicitation Document Select the REFRESH button after responding to each set of questions

Depending on the initial responses, additional questions may be revealed

Select the NEXT button to display questions in the next data group


Answers to the Document Data Group questions may be entered with the use of a: Text Checkbox Y/N entry Radio button Calendar Drop-down menu

Dollar value entries do not require decimal points


Some notes about text box data entry

Some fields appear small, but they accept text beyond the size of the box

When entering text, do not use the ENTER key on the keyboard for continuing text

When prompted for name, address, phone, and e-mail in a text box, enter in one line:

Robert Johnson, 158 Main Street, Dallastown, PA 17313, 717-555-4255, [email protected]

Create a Solicitation Document Some responses are satisfied by entering text into a textbox.

Remember to select the REFRESH button after each set of responses.

The red “X” changes to a green checkmark after selecting the NEXT button; the checkmark does not indicate that an answer was provided, only that the question was displayed

Create a Solicitation Document Some responses are satisfied by selecting radio buttons and/or

selecting options from a pick list


Several Document Data Groups are accompanied by an information icon:

Select it to get assistance in responding to the question

This example supports the copying and pasting of information into the text box


Select the DOCUMENT SUMMARY tab after responding to all the questions

The table lists the clauses included in the document; the inclusion or exclusion of clauses is based on your responses


A green icon in the Inclusion column indicates that the corresponding clause is optionally required; a red icon indicates that the clause is required or mandatory

A pencil in the Editable column indicates the clause can be edited


A checkmark in the Fillin St. column indicates the response is a fill-in response; it does not indicate that a response was provided

Access any of the clauses by selecting the row indicator, as shown on the next slide:

Create a Solicitation DocumentAccess a clause by selecting the row indicator


Selecting a clause displays the clause tabs

Create a Solicitation Document The Element Type tab displays the element type and date

Create a Solicitation DocumentThe Full Text tab displays the clause

Create a Solicitation Document Selecting the Fill-ins tab displays the filled-in response

A filled in response can be edited; if it is, select the ACCEPT button to save the changes


This is the print preview of the clause, not the entire document

Create a Solicitation Document Select the Preview tab to see the Document Builder documents

Create a Solicitation DocumentThe first document is the solicitation

Select the row indicator to view each document

Create a Solicitation Document If Document Builder was accessed through MyCommonwealth Workplace,

copies of each document MUST be saved

Create a Solicitation DocumentSave the Reviewer’s Checklist and the Responses

Report by selecting the SAVE TO FILE link

Create a Solicitation Document Use the ATTACHMENTS tab to attachment additional documents

Attach the documents by browsing for them and then selecting the UPLOAD button

1

23

Create a Solicitation Document If Document Builder was accessed while working on a

solicitation, the additional attachments will migrate to SRM

If Document Builder was accessed through the menu, the additional attachments will not migrate to SRM

Saving and Editing a Document Builder Document


If Document Builder was accessed through the menu, or if it is incomplete, the document must be saved

Select the SAVE button and then the HOLD option

1

2


To retrieve the document select the Documents (General) option from the Show pick list

1

2


Select your search criteria and then the SEARCH button

12


Select the row indicator for the document you need to edit

The document displays in ‘read-only’ mode

Create a Solicitation Document Select the EDIT button and make the necessary edits

Save the edits by selecting HOLD from the Save menu

Create a Solicitation Document Select the clause that should appear below the clause to be

added

Select the INSERT button

1

2

Create a Solicitation Document Search for the clause by selecting the search criteria and then

the SEARCH button

Create a Solicitation Document Choose the clause by selecting the row indicator button and

then the COPY button

1

2

Attaching Documents to the Solicitation


If Document Builder was accessed while working on a solicitation, select the RELEASE button

The RELEASE button is not active unless all the questions have been answered

Create a Solicitation Document Select the LOGOFF button

If Document Builder was accessed while working on a solicitation, the Document Builder documents are migrated to SRM

If Document Builder was accessed through the menu, the documents must be manually attached to the solicitation

Create a Solicitation DocumentIf Document Builder was accessed while working on a

solicitation:

Close the Document Builder window

Select the REFRESH button

The documents are attached to the DOCUMENT tab at the HEADER level

Create a Solicitation DocumentManually attaching documents to the solicitation

First access the solicitation in SRM

Select the DOCUMENT tab at the HEADER DATA level

Select the CHANGE button

Create a Solicitation Document Select the BROWSE button

After browsing for the document, select the ADD button

Attach all three documents: the solicitation, the Reviewer’s Checklist and the Responses Report

1

2

The questions that are answered in Document Builder serve to build the legal document with terms and conditions

Certain terms and conditions can be edited or removed; this is done under special circumstances and will be reviewed

A user can add terms and conditions as necessary for special items

SRM automatically routes documents with non-standard T&Cs to identified approvers


Three types of documents are available

Reviewer’s ReportDisplays any changes that the user made to the document

Displays any edits to legal language

Responses ReportNotes which fields were answered and which were not

answered

It does not indicate if the answers were full and/or complete

Document Preview


Reports in Document Builder


Reviewer’s Checklist in Document Builder


Responses Report in Document Builder


Document Preview in Document Builder

The approval/review process is completed in SRM (after the documents have been released from Document Builder into SRM)

The approver/reviewer can reject the document and add notes Use the DOCUMENTS subordinate tab on the

HEADER DATA tab in SRM to locate the Internal Notes field for approver/reviewer notes

Use Document Builder to retrieve and edit the document as necessary


Making Changes if a Document is Rejected


Special note regarding the rejection of SPRs

If DGS rejects an SPR from an agency, DGS must take one of the following actions:

Keep the request if it is over the agency’s threshold and:

Create the correct type of solicitation or

Create a purchase order against a contract

Reassign it back to the agency if it is within the agency’s threshold

Include a note on the internal notes field stating that the request is not a sole source

Simulation

Using Document Builder, create a legal document from an existing solicitation document created in SRM

Exercise

Create a solicitation document


Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract

Or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM


Advertise

User creates IFB, RFP, RFQ

IT ITQ, SPR

Workflow is triggered

Final approval is received

Solicitation becomes visible in the portal for suppliers’ viewing

New Feature!

Approved solicitations can be viewed, and responses can be submitted, in the

portal after the Start Date

Advertise Note Changes to

Advertising Protocol

Changes to Advertising Protocol DGS no longer posts to PA Bulletin Posting to DGS website lists minimal

information about the solicitation, and refers potential responders to the portal

Portal contains full information for registered suppliers

Registered suppliers then submit electronic documents directly through the portal

Advertise

Inform Your Suppliers

Future enhancements will allow changes to be shown on the DGS website

In the meantime: Inform suppliers that they will

receive notification about a change in a solicitation to which they have responded

AdvertiseUsing the STD-179

Three new fields will be added to STD-179

Start Date / End Date / Open Date

Checkboxes will be added to STD-179

Is solicitation created in SRM?

Is this document a changed document?

Submit the form to the webmaster for publication on website

AdvertiseUsing the STD-179Until the updated STD-179 is created and

available online, enter the following information into the “Contract Information” text box: Start Date, End Date, and Open Date

If you do not enter this information, the suppliers may be able to access the solicitation but not know why he/she cannot respond

You will receive phone calls from confused or upset suppliers!

Note that the solicitation was created in SRM

Note that the solicitation is a changed document, if appropriate

Advertise

Posting the Solicitation to the PortalAfter creating the final legal document in

Document Builder, select the PUBLISH buttonSelecting the PUBLISH button on the Bid

Invitation section of SRM automatically triggers the next steps Workflow / approval Publication to the Portal

Although the publication may occur immediately, accessibility to responders is restricted until the Start Date

DGS or Agency creates

RFQ, RFP or IFB in

SRM

DGS or Agency creates

RFQ, RFP or IFB in

SRM

Workflow &

Approval

Workflow &

Approval

Approved?

Solicitation posted to

PA Supplier Portal

Solicitation posted to

PA Supplier Portal

Solicitation summary posted on

DGS website

Solicitation summary posted on

DGS website

Supplier accesses

PA Supplier

Portal

Supplier accesses

PA Supplier

Portal

Supplier logs into

PA Supplier

Portal

Supplier logs into

PA Supplier

Portal

Supplier registers

Supplier registers

Yes

No

Yes

No

DGS or Agency

prepares STD 179

DGS or Agency

prepares STD 179

Supplier Registered?

Supplier creates

Response

Supplier creates

Response

Suppliers directed

to PA Supplier

Portal

Suppliers directed

to PA Supplier

Portal

Supplier receives

portal user name

and password

Supplier receives

portal user name

and password

• Processes in blue occur within SRM• Processes in green occur outside of SRM• Processes in gray occur outside of the Commonwealth’s systems

Advertise: Review of Process

CURRENT v FUTURE COMPARISON BY ORGANIZATION

STEPS IN POSTING PROCESS

SOLICITATIONS

ORIGINAL CHANGES

BOP

CURRENT

Create in SAP (except services RFP’s)

Complete STD179

Post to BOP website

Create in SAP(except services RFP’s)

Output new doc

Create flyer (MS Word doc)

Complete STD179

Post to BOP website

FUTURE

Create in SRM

Conduct approval workflow

Complete STD179

Post to BOP website & SRM portal

Create in SRM


Complete STD179 (pending)


AGENCIES

CURRENT

Create in SAP

Complete STD179

Post to agency & DGS website

Create in SAP

Output new doc

Create flyer (MS Word doc)

Complete STD179

Post to BOP website (only if posted for agency)

FUTURE

Create in SRM


Complete STD179


Create in SRM


Complete STD179 (pending)




SOLICITATIONS

ORIGINAL CHANGES

NON-SRM AGENCIES

CURRENT

Create hardcopy docs

Create STD179

Post to BOP website

Email to BOP webmaster

Post to BOP website (webmaster)

FUTURESame as current Same as current

COSTARS

CURRENT

Create hardcopy docs

Create STD179

Post to BOP website

Email to BOP webmaster


FUTURE

Same as current Same as current

Supplier Registrationand Submissions

Learning Objectives

Log onto SRM as a supplier

Submit a response to a solicitation

Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract

Or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM


Supplier Registration

What is Supplier Registration?

Supplier registration is the first step in electronic communication between a purchasing organization and its suppliers



Registered suppliers log onto the portal to submit bids, proposals, or quotes

Suppliers can post, remove, or change a submitted document until the End Date

All procurement suppliers must be registered in order to access and respond to solicitations

At initial registration, e-mail contact info is important because auto-generated e-mail is sent to supplier for administrative use

Name

Password

Authority for other responders



Submitting a Response

When a registered supplier is logged on to respond to a solicitation, SRM allows the responder to see only:

Public solicitations

Restricted solicitations that specifically identify that supplier

Previous responses that the supplier has submitted



Registered suppliers can create and submit a response through the portal (if solicitation allows electronic submission) Restricted solicitations are sent by e-mail

and contain a link to the invitation Public solicitations are accessed by any

registered supplier through a link on the portal


Suppliers can view their response’s status in real-time CoPA actions trigger a notice in the portal

Submitted / Under Review / Rejected

– All submitted responses will initially display as “submitted”

– When a response is accepted for PO or contract creation, the response will display as “under review”

– Responses meeting rejection criteria will display as “rejected”

The supplier can view information on his or her status, but not on others’ status

Submitting a ResponseWhat the Supplier Needs to Know

Ink signatures are not required on electronic responses to solicitations

A supplier must allow enough time for DGS to process the application

New suppliers, especially, should not expect to log on, register, and start bidding immediately

At least 2 work days should be allowed for registration

Submitting a ResponseWhat the Supplier Needs to Know

If a supplier changes data—after registration—the change should be approved in about 1 day This will be done directly with CVMU

Suppliers with questions relative to procurement registration will be directed to DGS Customer Support Center (CSC) An outreach and training for suppliers will be held in early February

Details will be available on the web, as well

Non-procurement suppliers (some utilities and grantees) will continue to work directly with CVMU


What the Supplier Needs to Know

1-877-HELP-363

1-877-453-7363

717-346-2676 (internal users)


DGS Customer Support Center (CSC)

If a supplier forgets his/her registration status—or that of an employee—you can look up that information

Can you think of one way that you already know how to find that information?


What if the Supplier Forgets if He’s Registered?


For an easy way look up registered suppliers, follow these steps:

Select Business Partner

Select Manage Business Partners

What if the Supplier Forgets Who is Registered?


To find the registered supplier

Enter text in the Business Partner Data field and then

Select the FIND icon

or

Select the FIND icon to open a search screen

Looking up a Supplier


To find any authorized employees for a supplier

Enter text in the Employee for Business Partner field and then

Select the FIND icon

or

Select the FIND icon to open a search screen



Search by material for which the supplier responds

Search by name

Search by any other desired method

Use the usual SRM search and find methods


Login or RegisterRegistered

Supplier Login

Forget Your Password? Click here

The Portal: www.pasupplierportal.state.pa.us


SUBMIT

E-mail contact is especially important for future correspondence

One field required

Required field

Existing Supplier Registration


Validation checks:

•Required Fields •SSN or EIN Fields•Legal Statement •Product Category

New Supplier Registration


Simulation

Using the portal, log on as a supplier and submit a response to a solicitation

Welcome Back!

SRM Core Purchasing TrainingSRM Core Purchasing Training


After logging on, the supplier selects Process Bid from the menu

Solicitations applicable to this supplier are displayed and typical search functions are available

Find a Solicitation


The Process Bid screen is similar to the one used to create the solicitation

Responders can view and enter data on the HEADER DATA tab, and then create item responses on the ITEM DATA tab

Responding to a Solicitation


The responder sees options for a specific solicitation, including attributes or conditions and fields requiring response data

Select the DETAILS icon (or item number) to view/enter data on specifications



On the Item Data screens, the responder completes each field

Other tabs may be selected; the process and data are similar to the solicitation creation screens



Responder then checks for errors, holds, deletes, or submits the response



A confirmation message appears

Return to the BASIC DATA tab and note that the Bid Status field now indicates that a response was submitted

Change, check, or download into Excel by using the available buttons


Exercise

Using the portal, log on as a supplier and submit a response to a solicitation


Receiving Responses

Learning Objectives

Use SRM to evaluate a response and make an award

State 3 of the 7 circumstances that indicate a response must be rejected

Receive ResponsesContractor Responsibility Program

(CRP)

Just FYIPurchasing Agents and Commodity Specialists follow the as-is process for CRP compliance

Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract

Or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM


Bid Openings

TIME

DAY

MON TUE WED THU FRI

8:00 OTHER OTHER OTHER OTHER OTHER

9:00 OA DPW DPW DPW OTHER

10:00 L & I L & I DMVA DMVA PHMC

11:00 DOT DOT DOT PDE PDE

1:30 OTHER HEALTH PSP DGS-BOP DGS-BOP

2:30 COR COR COR DCNR/DEP PUC

3:30 OTHER DGS-BOP DGS-BOP DGS-BOP DGS-BOP

4:30 OTHER OTHER OTHER OTHER OTHER

OTHER = Agencies not named on the matrix

Receive Responses

Protocol for Public Openings (IFB only)Specify time and place of opening in the

solicitation document (current process)

Follow the Public Bid Opening Procedure for SRM, which will be issued and incorporated into the Procurement Handbook

Receive Responses

Protocol for Public Openings (cont’d.)

After opening the responses:1. Select the ANALYSES tab2. Select the EVALUATION link3. Generate an Excel spreadsheet, showing only

Responders’ names and Bid amounts for units awarded (item, lot, or

total as appropriate4. Post the bid tabulation on the DGS website after

the opening (optional for agencies)

Receive Responses

Process SolicitationProcess

SolicitationAnalyze ResponseAnalyze Response

DGS web-

master posts Excel

sheet to DGS

website

DGS web-

master posts Excel

sheet to DGS

website

Format

Excel sheet

Format

Excel sheet

Verify attributes, evaluate,

and determine supplier

Verify attributes, evaluate,

and determine supplier

Make AwardMake Award

Open ResponseOpen

ResponseCheck CRP and

other contract prereqs

Check CRP and

other contract prereqs

Download eval into

Excel sheet

Download eval into

Excel sheet

If desired, Agency may post Excel sheet to Agency website.

Issue a Statewide contract, Agency contract,

or PO

Issue a Statewide contract, Agency contract,

or PO

Public Openings (only applies to IFBs)These responses contain only cost informationThey are submitted and opened electronically

Receive Responses

Reminders for RFP Evaluations

Three items are submitted separately

Technical (submitted on paper)

DBE data (submitted on paper)

Cost (can be submitted via SRM)

Follow the current RFP evaluation procedures

To protect the security of confidential information, future enhancements call for another field to be displayed on the PARTNER tab’s screen

This new field will be used to determine who can view submissions to an RFP and who can view a contract

The only authorized viewers will be:

The creator of the document

The Director of Materials or Director of Services from DGS

The creator may designate another employee to view the documents (in case of an anticipated absence)


Agency Protocol on Viewing RFP Submissions

After the security enhancement, if the authorized viewer of the documents is not available, and no alternate has been designated:

The employee’s supervisor contacts DGS Director of Materials or Director of Services

The Director will assign an alternate, if necessary


Receive ResponsesNon-public Openings (applies to RFP & RFQ ITQ—IT and non-IT) These responses are submitted using the “All Paper” method when cost elements are not defined

DGS or Agency sets open dates

DGS or Agency sets open dates

Tech Evaluation

Tech Evaluation

DBE Evaluation

DBE Evaluation

Open CostOpen Cost

Final Scoring and Make

Award

Final Scoring and Make

Award

Statewide contract, Agency contract,

or PO

Statewide contract, Agency contract,

or PO

DGS or Agency sets

start, end and open dates

DGS or Agency sets

start, end and open dates

Paper responses

submitted (3 separate

envelopes)

Paper responses

submitted (3 separate

envelopes)

All response submitted(Tech and

DBE in paper; Cost

electronic)

All response submitted(Tech and

DBE in paper; Cost

electronic)

Tech Evaluation

Tech Evaluation

DBE Evaluation

DBE Evaluation

DGS or Agency opens cost in SRM

for cost evaluation

DGS or Agency opens cost in SRM

for cost evaluation

All Paper

Electronic

• Processes in blue and green occur within and outside of SRM• Processes in blue occur within SRM• Processes in green occur outside of SRM



RESPONSES

TABS AWARDS

BOP

CURRENT

Tabulate in MS Excel (Bid Rm)

Post to shared drive


Complete MS Word template (CC)

Post to BOP website DB (CC)

FUTURE

Tabulate in SRM

Download to MS Excel

Cleanse Excel file (CS)

Post to BOP website (CC)

Complete MS Word template (CC)

Post to BOP website DB (CC)

AGENCIES

CURRENT Agency does not post Agency does not post

FUTURE

Tabulate in SRM

Download to MS Excel

Cleanse Excel file (CS)


Complete MS Word template (PA)

Send to BOP webmaster

Post to BOP website DB; until further notice



RESPONSES

TABS AWARDS

NON-SRM AGENCIES


FUTURE Same as current Same as current

COSTARSCURRENT

N/A-All qualified bidder are awarded

Do not currently post award information

FUTURESame as current Same as current

Learn to Review Responses

Three steps for reviewing responses in SRM are:

1. Select response(s) to work with

2. Perform analyses and evaluate the response(s)

3. Accept and reject responses

Simulation

Using SRM, analyze and evaluate a response, and make the award

Receive Responses

If starting from the main menu, select Sourcing

Select Process Bid Invitation

Receive Responses

A user may limit the returns or search for other documents by using the search criteria

Find Supplier Responses

Receive Responses

When searching, open the Extended Search screen to be sure unwanted search fields are blank

An alternate search method is available at the yellow arrow


Receive ResponsesUse the arrow

to return a series of listings

Then transfer the items to the search or cancel


Receive Responses

When the search is run, the matches are displayedThe Bids column indicates the number of responses

submittedSelect the number in the Bids column or select the

DETAILS icon to view the submitted responses

Open the Responses

Receive Responses

If desired, check more details on any active fieldSelect the ANALYSES tab to begin reviewing responses

Open the Responses


Three steps for reviewing responses are:




Receive Responses

Select the BID EVALUATION link

Evaluate the Responses

Receive Responses

Minimize the Basic Data screen to view Bid Overview screen


Receive Responses

Response tabs (tabulations) are createdRanking is displayed and the low price is displayed in

green Select the Display preference Viewing the data can be difficult with many items or responses


Receive ResponsesFor ease of viewing, select the DOWNLOAD button to

view the data in an Excel spreadsheetThe spreadsheet can be posted to the agency’s

website, if desired

Receive ResponsesBID SELECTION Button

Receive Responses

BID SELECTION ButtonUse the BID SELECTION button if:

There are too many responses to review together at once

You are narrowing the field of acceptable responses and only want to view those that are moving forward

A new screen allows the user to select (with checkboxes) only those responses to be viewed at one time

All responses remain available for viewing at another time


Three steps for reviewing responses are:




Receive Responses

Accept and Reject Responses

Select the BIDDER/BID tab; the Bidder Overview screen opens

Select the BID SUBMITTED link in the Bid Status field

Receive Responses


The Basic Data tab of the Display Bid screen opens

Select the Change button

Receive Responses


The Process Bid screen opens

Select the ACCEPT button or the REJECT button

Receive Responses

An accepted response does not need to be approved at the “accept” stage

Workflow is behind and ahead of acceptance

Solicitation was approved

Follow-on documents will be approved

Accepted Responses

Receive Responses

Special Notes on Rejected Responses There is a difference between REJECTING a response and

NOT ACCEPTING a response

A response that is not accepted requires no action

Do not select the REJECT button or the ACCEPT button

The status will continue to display in the portal as “submitted”

Do not list the reason for rejection anywhere except on internal notes areas

New Info

Receive Responses

Special Notes on Rejected Responses

To accept a part of a submission:

Accept the entire submission

Create a follow-on document

Delete unawarded items in the follow-on document

Very Important

Receive Responses

There are 7 reasons to reject a response:

1. Documents are not signed (paper submissions only)

2. Response does not meet specifications

3. Supplier conditioned the response

4. Security was not offered (if required)

Receive Responses

7 Reasons to Reject a Response

5. Supplier did not respond to all items (for Group Award only)

6. Supplier did not respond to other mandatory requirements (considered “not responsive”)

7. Response was submitted late (for paper responses)

Receive Responses

Appeals and Protests

Awards are posted on the DGS site, and suppliers are responsible for checking that site

A supplier has seven (7) days to protest an award after he or she could reasonably be expected to be aware of the awarding

Best and Final Offers

Select the CREATE FOLLOW-ON BID INVITATION button from the Display Invitation for Bid screen

For RFPs Only: BAFOs

Best and Final Offers A dialogue box appears

Select the OK button to continue or the CANCEL button to return to the solicitation document

Selecting the OK button will close the solicitation, disallow any responses that have been submitted, and then create a new solicitation

Best and Final OffersBe certain to add those suppliers

who should participate in the Best and Final Offer

This restricts the bid to only those identified suppliers

Failure to do so will allow all suppliers to view the bid

Exercise

Using SRM, evaluate supplier submissions to a solicitation and accept a response


A new supplier’s registration must be replicated in R/3

This does not occur until a supplier receives his/her first award

Suppliers who were already in R/3 will not have to be re-approved

Awarding a New SupplierWhen a NEW Supplier Receives an Award…

1. From the Purchaser Role on the main menu, select Business Partner

2. Find and select the business partner through the usual SRM search methods

3. Select Replicate Vendor Master Data

4. Enter the supplier number into the Vendor # fielda. Search for the number by entering the supplier’s name into the

search field

5. Select the EXECUTE button

6. Select the checkbox next to the supplier you want to replicate

7. Select the REPLICATE VENDOR button


The supplier receives a request for W-9 and other information

The replication request is sent to the CVMU inbox

The application will be approved or rejected

If approved, it will be replicated to R/3

The purchaser will receive an e-mail notification after completion


Contracts

Learning Objectives

Explain three (3) reasons for contract monitoring

Use SRM to create a contract for a winning responder

Renew a contract

SolicitationCart

Contract

PO

•Preferred method is to start w/ cart

•Pre-commits funds

•Includes account assignment info

•Preferred method is to start w/ cart

•Pre-commits funds

•Includes account assignment info

Follow-on Review

SolicitationCart

SolicitationCart

Contract

PO

Contract

PO

• For procurements <$10K where no (or informal) bids are req’d, make 3 phone calls and create PO

Follow-on Review

SolicitationCart

SolicitationCart

SolicitationCart

Cart

Contract

PO

Contract

PO

Contract

PO

• Contract most likely not an option w/out a solicitation

• Usually receive cart where item is associated w/ a contract and then process PO referencing contract

Follow-on Review

SolicitationCart

SolicitationCart

SolicitationCart

SolicitationContract

PO

Cart

Contract

PO

Contract

PO

Contract

PO

• If not starting with cart, then create solicitation w/ follow-on document as PO

• PO will be placed on hold and will not create commitment; generates list of errors including “missing account assignment”

• Enter account assignment on PO to create financial commitment

Follow-on Review

Four Types of Agency Contracts

Agency Contracts

Agency Contract

Agency ITQ Contract

Agency Global Outline Agreements (GOA)

Agency GOA

Agency ITQ GOA

Contracts Overview

Agency Contract

Created in SRM for use by single or multiple plants

POs are created in SRM (R/3 POs cannot be created)

If the contract contains Material Masters and you are running inventory, requisitioners must select “Order as Direct Materials” in SRM to update inventory

Contracts Overview

Agency ITQ

Created in SRM

Used when a quote from the supplier is required

POs are created in SRM

R/3 POs cannot be created

Contracts Overview

Agency GOA

Created in SRM with Material Masters The GOA is automatically copied (replicated) to R/3 All changes and maintenance are done in SRM

Used when creating a contract for use by single or multiple plants for MRP-generated requisitions and orders

POs are created in R/3 SRM POs cannot be created

Contracts Overview

Agency ITQ GOA

Created in SRM with or without Material Masters The GOA is replicated to R/3 All changes and maintenance are in SRM

Used when creating a contract for use by single or multiple plants for MRP-generated requirements and orders

POs are created in R/3 SRM POs cannot be created

Contracts Overview

Contracts OverviewA hierarchical contract system

replaces the Legacy #

The Legacy # was a six-digit code used for filing purposes (e.g., 998515)

Multiple awarded supplier contract numbers (4600 #) were attached to it

The Legacy # is being replaced by two types of hierarchical contracts

Only DGS will create these new contract types and will communicate contract numbers to agencies

New

Information

Two Types of Hierarchical Contracts

Multiple Award Contract Groups multiple suppliers, each with individual

contracts (“child contracts”), under one “parent contract” Aggregates orders associated with all the child

contracts

Distributor/Reseller Contract Groups a single supplier with multiple resellers Aggregates orders associated with all the reseller

contracts

Contracts Overview

Example of Multiple Award Contract

Assume that there are 3 suppliers providing pest control across the state

The pest control contract is a parent contract that serves to tie together all the individual (child) contracts

Each supplier also has a contract—a child contract—that contains the unique pricing structure for that supplier and the terms and conditions

Contracts Overview

Pest Control

Ehrlich Orkin Terminix

Note that all child contracts fall under one parent contract that serves to tie them together

Contracts Overview

Example of Distributor/Reseller Contract

The Goodyear Tire Company supplies all the tires required for the Commonwealth vehicles

55 different dealers throughout Pennsylvania sell and install the tires on a local level

The parent contract is with Goodyear

Child contracts are in place for each reseller, and POs are issued only to the resellers

Contracts Overview

Approval Notes for Hierarchical Contracts

Multiple Award Contract Contract is approved only at the Parent level

If one of the child contracts change, that triggers workflow to the parent for re-release

Distributor/Reseller Contract Contract is approved only at the Parent level

If one of the child contracts change, no workflow is triggered

Contracts Overview

Contracts in SRM vs. R/3

ALQ Agency Local Qty

ALV Agency Local Values

AWQ Agency Wide Qty

AWV Agency Wide Value

No longer required:

ENCL Local Enc. Contract

ENCW A-Wide Enc. Contract

SRM Contract Types R/3 Contract Types

Contracts in SRM vs. R/3SRM Contract Types R/3 Contract Types

ITQ Invite To Qualify

Contracts in SRM vs. R/3SRM Contract Types R/3 Contract Types

MK Quantity Contract

WK Value Contract

SRM sends alerts to the owner of a contract in which:

The contract will expire in 30 days

90% of quantity has been ordered

90% of dollar value has been reached

New Feature

Contracts Overview

Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract

Or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM


Simulation

Using SRM, create a contract

Creating ContractsCreate a Contract in SRM

A contract can be created when the response is accepted

Response information will be defaulted into many of the fields in the contract creation area

Be sure to validate all information for accuracy and completion

A contract can also be created “from scratch”

In SRM output, the contract includes an issuance date instead of an approval date

The issuance date is the date the contract was output

If a change is made, the changed document will show the new date at output

Vocabulary

Contracts Overview

Creating ContractsOur example shows:

Agency Contract


Creating the contract document “from scratch”

Creating Contracts

Create a Contract

Select Contract Management

Select Process Contract

Select the type of contract from the drop-down menu Select the CREATE button Note that you could also search for an already-created

contract from this screen

Creating Contracts

Create a Contract

Remember the red asterisks (*) indicate system-required fields

Remember to name and hold the new document

The Basic Data screen shown here is the first step in data entry

Creating Contracts

Basic Data Screens

Agencies should not use these checkboxes

DGS may choose the Distribute Contract to Catalog and Basic Contract checkboxes

Creating Contracts

Basic Data Screens

The Currency field does not default, but it is a required field

Select only “US Dollars” for that field

Creating Contracts

Basic Data Screens

The Target Value field contains the total amount required for all releases

The target value dollar amount triggers approval requirements

The Release Value field indicates the dollar amount that has been released via POs

Creating ContractsBasic Data Screens

The Payment Terms field will populate when a supplier is attached

Terms must be in compliance with DGS procurement policies

Creating Contracts

Basic Data Screens

Under/Over Delivery Tolerance may be added if it was specified in the solicitation

Tolerance limits must be aligned to DGS procurement policies

Do not activate the Unlimited checkbox

The delivery tolerance is specific for each release

Creating Contracts

The Incoterms field will populate when a supplier is attached

Terms can be added via a drop-down menu

A text-entry field provides space to list FOB delivery site

Creating Contracts

Basic Data Screens

Changed After Initial Release field is system-generated and should not be altered

Do not use the 6 fields at the bottom of the screen; they will not support the Commonwealth processes

Creating Contracts

Basic Data Screens

At the bottom of the Basic Data screen, we have the opportunity to add or review information about partners to this contract

Creating Contracts

Perform a search via the usual procedureLook at details with the DETAILS iconDelete an error with the DELETE icon…

and look at what is new…

Creating ContractsPartner Screen

Under most circumstances in SRM, the user can identify and then “Add” or “Transfer” a partner to a field

On this screen, however, the column/field, Exclude Partner, sometimes contains an active checkbox

Exclude the named partner by selecting the checkbox

Creating Contracts

Be sure that the Purchasing Organization authorized for release is correct

To assign more than one agency, you must add additional rows

Creating ContractsPartner Screen

Add rows to the form by following this procedure: Activate the drop-down menu at the Add Further Rows to

Function field Select an item Select the START button

Creating ContractsAdding Rows on the Partner Screen

Additional lines were added for this field

Notice that all the fields are no longer displayed Use the ARROW icons to view fields on the next page

Creating Contracts

The HEADER DATA tab and LINE ITEM DATA tab are available

A variety of subordinate tabs are available for data entry

Creating ContractsSubordinate Tabs and Their Screens

CONDITIONS Subordinate Tab “Discount %” and “Surcharge on Net Object” are available Add more lines as necessary

Creating Contracts

DOCUMENTS Subordinate Tab Notice that more text options are available by using the

NEXT and PREVIOUS icons Find and attach documents from this area

Creating Contracts

DOCUMENTS Subordinate Tab

Internal attachments are conveyed with the corresponding purchase order as an internal note

They are not transferred to the vendor system

Recall that the limit for attachments’ sizes is about 20 – 25 MB

Creating Contracts

OUTPUT Subordinate Tab This tab allows you to view preferred output methods and the

most recent output to this supplier

Use the LOG button to view all past outputs to the supplier

Creating Contracts

STATUS Subordinate Tab This tab opens a screen that displays the status of the

document

FPDS status area is not applicable to the Commonwealth’s system

Creating Contracts

HIERARCHY Subordinate Tab This is the tab from which the DGS hierarchical contracts are

created Agencies will not use this tab to create or work on a contract

Creating Contracts

AUTHORIZATION Subordinate Tab

Do not use the “Authorization” option; it is not functional for the Commonwealth

Creating Contracts

Additional Subordinate Tabs Certain options, such as HISTORY and VERSIONS are

available only when appropriate

VERSIONS displays the iterations of the document and allows each to be viewed or compared to another version A new version is created only when the CHANGE button is selected

A new version is not created when a saved (held) document is closed and re-opened at a later time

Creating Contracts

Creating ContractsHISTORY Subordinate Tab

The ITEM DATA Tab and Its Subordinate Tabs Item data are listed and the DETAILS button is available More data can be viewed by selecting one of the checkboxes

View status or documents (and release quantities if applicable to an already-created contract document)

Find items by opening a search screen

Creating Contracts

The ITEM DATA Tab and Subordinate Tabs

Use the CONDITIONS icon to view conditions of each item

Creating Contracts

CONDITIONS Subordinate Tab: Item Level Enter over/under tolerance levels here for individual item(s)

Individual tolerance levels override header data tolerance levels

Creating Contracts

BASIC DATA Subordinate Tab: Item Level Select the DETAILS icon on the line item view to open the Basic Data

screen for that line item

Notice that you can link to the previous or next item on the contract directly from one item’s Basic Data screen

Creating Contracts

Other Subordinate Tabs: Item Level DOCUMENTS allows the user to add notes associated

with the item PARTNER allows plant-specific pricing

Item level instructions override header level instructions

Creating Contracts

Editing Contracts

Making Individual Changes

Line item changes (such as account assignment) can trigger workflow

Price changes can be made individually or through mass change

Note that no change codes or reasons are listed on the contract

Editing Contracts



Select Process Contract

Editing Contracts


Search for the contract you want to change, using the usual search methods

Select the CHANGE icon next to the contract you want to change

Make the desired changes to the document

Editing Contracts


Select the VERSION subordinate tab to review the versions

Lock, distribute, hold, or release the document according to appropriate business rules

The document must be held and interfaced with Document Builder if a new legal document is required before it may be released

Editing ContractsIf Your Contract is Rejected

You will receive a message in the inbox indicating the contract is rejected

Locate the rejected contract by searching in the Process Contract menu

1. Select “Approval Rejected” in the Status field

2. Activate the checkbox in the My Contracts field

3. Select the START button

Editing ContractsCorrecting a Rejected Contract

1. Select the CHANGE icon for the rejected contract

2. Select the DOCUMENTS subordinate tab on the HEADER tab

3. Review the note created by the approver

4. Make changes to the contract

5. Select the RELEASE button

Editing Contracts

Correcting a Rejected Contract

Note that a change at this point does not create a new version

The contract had not been released, so this is not a new version—it is simply a change to the current unreleased version

The contract is routed for approval again

Editing ContractsDeleting a Rejected Contract

1. Select the CHANGE icon for the rejected contract

2. Select the DOCUMENTS subordinate tab on the HEADER tab

3. Review the note created by the approver

4. Select the DELETE icon

NOTE: The contract status will change to “Complete” and no further

processing will be possible

Editing ContractsDeleting a Contract

You can not undo a deletion

Only delete a contract that has NOT been released

After release, mark the contract as terminated with the end date

Deletion is not possible for released contracts

Creating and Releasing the Legal Contract Select the CHECK button to confirm that data fields are

complete and accurate Select the HOLD button to save the SRM document Select the DOCUMENT BUILDER button to launch

Document Builder Follow the business procedures for creating the legal

contract with terms and conditions in Document Builder Select the RELEASE button to release the contract and

trigger the approval workflow

Do not select the RELEASE button until the legal contract has been created in Document Builder

Creating Contracts

Editing Contracts

Mass Changes to Contracts: Why?

Remove or change one location

Make changes to payment terms

Insert an agreed-upon change to the dollar value of a contract item

Note that you cannot change primary vendor data/number by using Mass Change

Editing Contracts

Making Mass Changes to Contracts


Select Carry Out Mass Changes to Contract

Editing Contracts


Search for the contract using the usual search methods

Select the contracts you want to work with

Navigate through this process by using the NEXT button and the BACK button found at the bottom of each page

Editing Contracts

Making Mass Changes to Contracts Select the item you want to change You may work at the Header or Line Item level Select the NEXT button to continue or the BACK button

to cancel

Editing Contracts


Insert change data and select the NEXT button

Editing Contracts


A confirmation screen appearsMaking mass changes creates a new version of

the contract; comparisons are available

Editing Contracts

Making Mass Changes to Contracts You can simulate the changes (highly recommended!)

If there are a large number of contracts, this may take a long time You can leave the application to work on other tasks You will receive an e-mail with a link so you can return to the

application and review the effects of the changes You can then correct any errors or select the CARRY OUT MASS

CHANGES button to initiate workflow and release

Editing Contracts

Making Mass Changes to Contracts A green checkmark appears next to items that

contain changed elements

Renewing Multiple Year Contracts

1. Locate the contract using the usual search methods

2. Select the CHANGE button

3. Change the date to reflect the next renewal period and make any other necessary changes

4. Select the HOLD button

Extend the Validity Period

Renewing Multiple Year Contracts

1. Locate the contract using the usual search methods


3. Make the desired changes, remembering that certain changes will trigger workflow

4. Select the HOLD button

5. Enter Document Builder and make any necessary changes

6. Select the RELEASE button in Document Builder

7. Select the LOGOFF button and the X (CLOSE) button in Document Builder

Change Prices and Deliverables

Workflow

Changes and Approval Workflow

Changing a contract triggers one of three workflow options:

No new approval required

Single (Comptroller) approval required

Multiple approvals required

WorkflowChanges and Approval Workflow

No approval is needed when: The change decreases target value or

quantity value Non-standard terms and conditions are

changed to standard terms and conditions A product category of “service” is changed

to a product category of “materials,” where one of the requirements would have been previously required workflow

Workflow


Single Comptroller approval is needed when:

The change increases contract target value and quantity

Workflow


Multiple approvals are needed for Statewide (DGS) contracts when:

An increased threshold is reached

Note: See the “SRM Sourcing Fundamentals” web-based training course for more details on threshold/approval levels

Workflow


Multiple approvals are needed for other contracts when:

The change increases a contract target value and quantity

The “Material Group” changes

Example: If “material” changes to “service,” then the service workflow will be triggered

Standard terms and conditions are changed to non-standard terms and conditions



CONTRACTS

ORIGINAL CHANGES

BOP

CURRENT

Complete req’d approvals

Notify ACM (CC)

Create PDF doc (ACM)


Create in SAP

Create change notice (MS Word doc)

Post to BOP website w/ original contract (CC)

FUTURE


Notify ACM (CC)

Create PDF doc (ACM)

Post to BOP website (CC); short-term solution

Re-output

Post to BOP website; changes not highlighted (CC)

AGENCIES


FUTURE


Complete template (agency)


Re-output

Complete template (agency)




CONTRACTS

ORIGINAL CHANGES

NON-SRM AGENCIES



COSTARSCURRENT

Post contracts to BOP website (secure sign-on environment)

Send webmaster new contract

Post new contract (webmaster)


Exercise

Create a Contract


Creating GOAs

Creating Global Outline Agreements

A GOA is a type of contract and the creation process is similar to contract creation

To access the area


Select Process Global Outline Agreement

Creating GOAs


The main difference between creating a contract and a GOA is the use of the DISTRIBUTION subordinate tab to add important data

Creating GOAs


On the Distribution Overview screen, select the purchasing organizations to which you want to distribute the GOA as a contract or a scheduling agreement

Creating GOAs


For Statewide GOA, use the COPA Purchasing organization

For Agency GOA, use the agency’s purchasing organization

Creating GOAs


List quantity or dollar amount for each item

Do not distribute among plants unless absolutely necessary

Distribution creates contractual obligations to use certain quantities or spend certain dollars at one unique plant

Purchase Orders

Learning Objectives

Create a purchase order in SRM

Purchase Order OverviewContracts do not commit funds

POs commit funds and can be valid up to 5 years

Commitment occurs in R/3 when the PO is created (before approval)

So……when should you use a contract?

…when should you use a multi-year PO?

Type of Commitment Preferred Document

Long-term commitment with supplier

Funding is not required to be committed up front, but at the time of PO creation

Contract

Multiple agencies or plants within an agency are creating POs

Contract

Budgetary commitment of funds is required, including future-year funding

Multi-year PO

Purchase Order Overview

If you create a PO directly from a solicitation response with the follow-on document as PO, the PO will not be released

It will not create a commitment The user will receive a list of

errors including missing account assignment

Follow This Process


You must enter the account assignment on the PO to actually create the formal financial commitment

In SRM output, the PO will include an issuance date instead of an approval date

The issuance date is the date of final approval for the PO

If a change is made, the changed document will show the new date at output

Vocabulary


Simulation

Using SRM, create a purchase order

Creating Purchase Orders

Our example shows:


Creating the purchase order “from scratch”


Create a Purchase Order

Select Purchase Orders

Select Process Purchase Order



Search for POs with the usual search methods or select from your worklist

Create a PO as you would any other document in SRM



Be sure to select the type of PO you want to create



Familiar screens accept the data by the standard data entry methods

Creating Purchase OrdersPAYMENT Subordinate Tab

Enter payment terms and details on this screen

Non-applicable fields will not be available (grayed-out)

Creating Purchase OrdersBUDGET Subordinate Tab

Find an overview of budget details on this screen:

Assigned to…

Budget of…

Value

Budget

Assigned

Credit Limit Used

Action

Creating Purchase OrdersReferencing a Contract in a Purchase Order When referencing a contract in

a PO, it is important to follow certain steps

These steps ensure that the PO will be created properly and that reporting will be accurate

NOTE: Use the instructions on the next slide ONLY if the requirement has not been sourced during the shopping process or via the Source of Supply functionality (through Buyer’s Worklist areas).

VeryImportant

Creating Purchase OrdersReferencing a Contract in a Purchase Order

On the Line Item Basic Data screen:

1. Enter either description or product

2. Enter quantity

3. Enter unit of measurement

4. Select the DETAIL button and pull the contract reference

5. SRM will refresh the line with additional contract-related details including product category, price, etc.

Creating Purchase OrdersDocument Builder and a Purchase Order

Remember to select the HOLD button, and then select the START DOCUMENT BUILDER button to interface with Document Builder

The START DOCUMENT BUILDER button will not be active or available until the Hold/Save process is complete

Document Builder will create the legal document, inserting terms and conditions

Creating Purchase OrdersChanging a Purchase Order

Select the CHANGE icon to activate the change features

The process is the same as for solicitation and contract creation

Note that no reasons or reason codes for the changes are listed on the POs

NOTE: Anyone in the agency can change the PO, as they could in R/3


Certain changes to a purchase order trigger a new release strategy

Increase in PO total value

Change from supply to service

Change from standard to non-standard terms and conditions

Deleting a contract reference


Certain changes to a purchase order trigger a re-release approval by Comptroller:

Increase in total PO value

Account assignment category changes

The 1st two digits of the GL change (which changes the account)

Changes in fund account (except 6th and 7th digits, which signify the year, such as 07 for 2007)


Certain changes to DGS PO document types trigger workflow/release steps on incremental changes and/or threshold

Increases trigger the workflow, but decreases do not

Thresholds and approval requirements are covered in detail in the Approver’s training course

Creating Purchase OrdersOutput a Purchase Order

Purchase orders may be faxed or e-mailed to the supplier

A small number of suppliers are scheduled to participate in a pilot test in which POs will be available through the portal

More information on the pilot and subsequent procedures will be available in the next few months


Select Purchase Orders

Select Issue Purchase Orders


Search by standard search protocol

Notice that you can search by status


Select the PO you wish to output from those returned

Note the variety of information available about each PO

Select the OUTPUT icon

Remember that, if you were creating a PO without a shopping cart, the PO would not automatically create a financial commitment

You must enter the account assignment on the PO to actually create the formal financial commitment

Reminder!


Commitment of Funds A shopping cart creates a pre-

commitment of funds

A purchase order creates a commitment of funds

An open PO goes to R/3 (even before approval) and places a commitment on the funds

A PO/commitment is locked until either deleted or approved

Important Follow-Up

Liquidating Commitments

Solicitation document

Work list & assigned

Pre-Commitment

Commitment

Requisitioner CS/PA

Liquidated

Liquidated

Liquidated

Liquidated

Liquidated

Liquidated

Remove Cancel


If the shopping cart is no longer needed, the cart must be deleted

Deleting the cart liquidates the pre-commitment

Deleting the cart removes the items from the purchaser’s worklist

Only the requisitioner deletes the cart


If the purchaser has already assigned items, the items must be put back into the procurement pool

1. Remove the items from the individual’s or group’s worklist

2. Contact the requisitioner and ask him/her to delete the shopping cart


If the purchaser has already created a solicitation document:

1. Locate the solicitation document through the usual search methods

2. Select the CHANGE icon

3. Select the DELETE button

4. Contact the requisitioner and ask him/her to delete the shopping cart


If the purchaser has already created a purchase order:

1. Locate the PO through the usual search methods

2. Open the PO


4. Select the DELETE button


Liquidating Commitments To partially

liquidate a PO:

Select the checkbox to mark the PO or order as complete

This process liquidates the remaining commitment

Example

A shopping cart is created with items with a quantity and total value of $5000 Pre-commitment is made at $5000

The PO is created for $5000 Pre-commitment is reduced to $0 Commitment is added at $5000

It is decided that only $3000 will be received and paid The invoice processor marks final invoice The $2000 commitment is liquidated


Example

A shopping cart is created with items with a quantity and total value of $5000 Pre-commitment is made at $5000

The PO is created for $3000 Pre-commitment is reduced to $2000 Commitment is added at $3000

The full $3000 is received and will be paid The shopping cart must be reduced to release the pre-commitment Cart change will trigger the workflow

If the cart item is ordered by quantity, the quantity ordered determines the open cart value, not the price per quantity For example, if ONE JOB is requested at $5000 and then the order

value is reduced to $4000 for the same ONE job, this would not increase the pre-commitment


Exercise

Create a purchase order


Supplier Collaboration

Learning Objective

Describe two (2) opportunities for supplier collaboration that will be available through the portal

Search/View

Solicitations

Receive Requisition

Respond/Submit

ResponseRegister

Collaborate/Manage

Create Contract

Or PO

MakeAward

Evaluate/Score

Responses

Receive/Open

Responses

Collaborate/Manage

Ag

ency

Su

pp

lier

Create/Approve

Solicitation

Monitor Response

Status

Sourcing with SRM


Login or RegisterRegistered

Supplier Login

Forget Your Password? Click here

The Portal: www.pasupplierportal.state.pa.us

Supplier Self Service

Supplier CollaborationOrder Collaboration

DGS is targeting several suppliers to pilot order collaboration These suppliers will receive orders, enter receipts, and

process invoices via the portal

DGS will notify agencies of the targeted suppliers

All receipts will be entered by the pilot supplier

The agency will approve the receipts

All invoices will be entered by the pilot supplier


How will a registered supplier’s use of the portal help improve business processes?

Supplier can submit an invoice

Invoice may be sent directly to R/3

The invoicing process is transparent to the user

– Supplier does not know what software is used

Supplier can enter a goods receipt document

The approval and confirmation processes are automatically triggered in SRM


Are Reports Available through the Portal?

Web-enabled BW reports will be accessed through the portal

More report content will be available

Future communication will guide you through the reports

Identifying Open Issues:Training, Processes,

Implementation

Simulation

Using SRM, requisition a product, create a solicitation, award a contract, and create a purchase order

Exercise

Capstone Exercise


Review

Level I Evaluation

Thank you.

SRM Strategic SourcingSRM Strategic Sourcing Purchasers’ TrainingPurchasers’ Training

C ourse Number: 152530SRM2CRPRCH0111 V004 – last update by IES SRM Core Purchasing Training...

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Transcript of C ourse Number: 152530SRM2CRPRCH0111 V004 – last update by IES SRM Core Purchasing Training...