MSDE/SDO Purchasing Hardware, Software, and Contractor...

Doc No.:SDE-RL004-2012 V5 Revision: 1.05 Date: 09/19/2012

Purchasing Hardware, Software, and Contractor time

HW/SW Ordering Process SDE-RL003-2012 V5

Motorola Internal Use Only

Printed versions of this document are considered non-controlled copies.

MSDE/SDO


Using Tiger Purchasing system






Procedure Review and Approval

Date Revision level Name Approved by Action Type

09/21/2012 1.04 Rodger Larson Helen Lane Draft 1

09/24/2012 1.05 Rodger Larson Draft 2 – Added SHI Order






CONTENTS Scope ............................................................................................................................................................. 4

General Purchase Process as commonly seen in Service Delivery Enablement ........................................... 4

Purchase Ordering Process ........................................................................................................................... 4

Tracking Quotes Easily - by Creating Folders on your Hard Drive ............................................................ 4

Purchase Request Email addresses depend on What is Ordered ............................................................. 4

Purchase Request Email for a Hardware or Software order ................................................................. 5

Purchase Request Email for Devices for Services Customers like DCD/Satellite/MS/LTE (this type of purchase is to be done using the 4808 Method) .................................................................................. 6

Purchase Request Email for a New Contractor Request ...................................................................... 6

Standard Tiger Order Titling Method ........................................................................................................ 7

Start a Purchase Request at the “How to Buy” page: ................................................................................... 8

Log onto TIGERS system .......................................................................................................................... 11

SHI Order ................................................................................................................................................. 12

Sample Quote from SHI: ..................................................................................................................... 12

Creating a new Order in TIGERS .................................................................................................................. 14

Check the Tigers Order for Errors: .......................................................................................................... 14

Add the Quote as an Attachment to the Tiger Order ............................................................................. 15

Add a Requestor as a Watcher – if ordering for someone else .............................................................. 16

Tiger’s Help Pages ................................................................................................................................... 19

4808 Internal Orders ................................................................................................................................... 19

http://compass.mot-solutions.com/web/gcmdmoto/I+have+an+order ................................................... 20

Shipping Steps ............................................................................................................................................. 21

Types of Shipping .................................................................................................................................... 21

Shipping items out .................................................................................................................................. 21

Getting Items shipped back from a Customer (Shipping IN) .................................................................. 21

Verify your Tiger Password ......................................................................................................................... 24

Applying for a Contractor’s Tiger Account: ................................................................................................. 26






Scope This instruction is including information about the Use of the Tiger Ordering system for purchasing

Devices for Services, Parts for Customers, Bringing in New Contractors, and Hardware & Software for

internal use.

General Purchase Process as commonly seen in Service Delivery

Enablement 1. Order Hardware/Software 2. Receive items 3. Todd’s team builds onsite 4. Pack, Label and ship to customer location… noting on each device that “this is all Motorola

Hardware” to distinguish from customer hardware. 5. Plug and play in field – Minor configuration will be needed via remote logins 6. Test again 7. Go Live

Purchase Ordering Process Motorola uses the Tiger system to place purchase orders. There are three main categories of ordering

we use:

1. Ordering HW/SW in Tiger

2. Ordering Devices for Services and Parts for Customers like DCD/Satellite / MS / LTE

3. Ordering to bring in a New Contractor

Tracking Quotes Easily - by Creating Folders on your Hard Drive 1. Create a “Quote” folder on your local hard drive to save your requests 2. Create folders for each “Year” inside the “Quotes” folder. 3. Create folders with “Name of person ordering” or “Project” as you see fits your situation. 4. Create Email folders for all orders in a similar way as above, depending on the quantity of orders

you will be placing. Use either Quote>Year>Project or Quote>Year>Name. 5. Save all appropriate information in the appropriate folders as soon as possible.

Purchase Request Email addresses depend on What is Ordered Ordering steps differ for different types of order. To begin the ordering process, an email must be sent

to the appropriate mailbox for each type of order:






1. For HW/SW send an email to: [email protected]

To place orders for Hardware / Software

2. For Devices for Services and Parts for Customers send an email to:

[email protected]

To place orders Services like DCD/Satellite / MS / LTE

3. New Contractor Orders send an email to: [email protected]

To place orders for Contrators

Link to Contractor information http://compass.mot-solutions.com/go/351441956

Included in the email above will be the following information:

Department # that will be paying for the order

Description of what is being ordered

Recent Vendor Quote with vendor descriptions; part numbers; quantities of each item;

Basic Info: where it will be shipped to, Phone #, contact name, etc.

Project name (if known)

Purchase Request Email for a Hardware or Software order

Standard Ordering Process for Hardware or Software:

1. Choose the Hardware/ software and obtain a Quote from the vendor.

Note: Use an approved vendor if possible.

2. Create a Purchase Request email that includes:


Description of what is ordered

Vendor Quote from step 1 (attached)

Basic Info: who it will be shipped to, Phone #, etc.

3. Email the Purchase Request and the Quote and DEPT and Associated Project to the following

email:

Send HW/SW email to: [email protected]

Use the Email Subject line format as shown: | Department # | Item Name | Project |

4. Create a Catalog Order or a Non-Catalog Order by placing the order in the TIGER system.

Use the standard Tiger Order Titling method (see below).

mailto:[email protected]



http://compass.mot-solutions.com/go/351441956

[email protected]






Purchase Request Email for Devices for Services Customers like DCD/Satellite/MS/LTE (this

type of purchase is to be done using the 4808 Method)

1. Choose the Item and get a Quote from the vendor.

Note: Use an approved vendor if possible.



Description of what is ordered

Quote

Basic Info like…. where it will be going, contact name, what department to deliver to.

3. Email the Purchase Request and the Quote and DEPT and Associated Project to the

Send Services email to: [email protected]

Note: This is the email address to use for placing orders for devices like DCD/Satellite / MS / LTE.

4. Place the order in the TIGER system using the standard Tiger Order Titling method (see below).

Create a Catalog Order or a Non-Catalog Order by placing the order in the TIGER system.

Purchase Request Email for a New Contractor Request

To request a new contractor to be hired, email the quote and DEPT and Project etc to the email shown

below using the following steps.

1. Put in the New Contractor request and obtain a Quote from the approved sourcing company.

2. Get approved by management

3. Get REQ# (Requisition number) for contractor order


Department # that will be paying for the contractor

Description of contractor’s Job Title and

Quote – Rate and Number of hours, days, or months

Basic Info like who the Contractor will be working for and what project

4. Send New Contractor Purchase Request email to [email protected] with the

order information.

Place the Tiger order using the standard Tiger Order Titling method. Create a Catalog Order or a

Non-Catalog Order by placing the order in the TIGER system.

Note: There are two commonly used sources of contractors (TekSystems and Kelly) which require

different steps to complete. Talk to the representative of your Contractor to determine how much they

can help.

[email protected]%20%20







Standard Tiger Order Titling Method 1. The name of the person asking for the order 2. Date the order is put it in 3. Vendor 4. Dept # it should fall under 5. Project name and or what is being received

EXAMPLES of Suggested Titles for your TIGER orders: (SHI Example) | 1 | 2 | 3 | 4 | 5 |

Todd G. 8-19-2012 SHI DEPT # U3204 KOHL VMWARE RED HAT (MS) (DELL Example)

| 1 | 2 | 3 | 4 | 5 |

Todd G. 08-09-2012 Dell ORDER DEPT#U3204 - BWW Server






Start a Purchase Request at the “How to Buy” page: http://how2buy.mot-solutions.com/h2b3/default.asp

Type in the type of item being requested, select your location, and select “search”.

http://how2buy.mot-solutions.com/h2b3/default.asp






Once you type in the item and select “search”, the How to Buy page will show the category that matches

your requested item. If correct, select the link.






Purchase method page: http://how2buy.mot-solutions.com/h2b3/h2b.asp?c=software.

Select one of the preferred Links to TIGERS (Totally Integrated Global Electronic Requisitioning Solution).

http://how2buy.mot-solutions.com/h2b3/h2b.asp?c=software






Log onto TIGERS system http://sg200lh1-pb1.corp.mot.com/Buyer/Main/ad/loginPage/SSOActions?

Log into TIGER system using the same User Name and PW that you use to log into Windows:

Once logged in, confirm that the correct user name is shown in the upper right.

http://sg200lh1-pb1.corp.mot.com/Buyer/Main/ad/loginPage/SSOActions?awsso_cc=awsso_ru%3AaHR0cDovL3NnMjAwbGgxLXBiMS5jb3JwLm1vdC5jb20vQnV5ZXIvTWFpbi8%3D%3Bawsso_lu%3AaHR0cDovL3NnMjAwbGgxLXBiMS5jb3JwLm1vdC5jb20vQnV5ZXIvTWFpbi9hZC9jbGllbnRMb2dvdXQvU1NPQWN0aW9ucw%3D%3D%3Bawsso_ap%3AQnV5ZXI%3D%3Bawsso_arid%3AMTM0ODI2MTU0NTk0Ng%3D%3D%3Bawsso_ku%3AaHR0cDovL3NnMjAwbGgxLXBiMS5jb3JwLm1vdC5jb20vQnV5ZXIvTWFpbi9hZC9jbGllbnRLZWVwQWxpdmUvU1NPQWN0aW9ucw%3D%3D%3Bawsso_fl%3AMQ%3D%3D&awsso_ap=Buyer&awsso_hpk=true&awsr=true&awsso_ali=%2FBuyer%2FMain%2Fad%2FappLoginInputs%2Fariba.htmlui.orms.CommonDirectAction






SHI Order If ordering software via Shi you will follow their instructions to complete the order.

1. Email SHI ([email protected]) for a quote.

2. Log back into TIGERS and go to the “Punchout catalogs” – then select “SHI Punchout catalog”

• Go to "Retrieve a Punch Out Quote"

• Enter the YOUR email address referenced on this quote and the SHI Quote # listed in the

subject line.

3. Once the SHI quote is found, Select “ADD to Cart”.

4. Attach the quote to your Tigers Order.

5. Send an email Purchase Request to the appropriate email with the Quote and the order info.

Sample Quote from SHI:

From: [email protected] [mailto:[email protected]]

Sent: Thursday, September 20, 2012 5:40 PM

To: [email protected]

Cc: [email protected]

Subject: SHI Quote 5864418, Visio Standard 2010

Here is the quote you requested.

To retrieve your quote and order your product(s) as a catalog order, please follow these instructions:

• Log back into TIGERS and go to the SHI Punchout catalog

• Go to "Retrieve a Punch Out Quote"

• Enter the YOUR email address referenced on this quote and the SHI Quote # listed in the subject line

Please let us know if you have any questions. Your order should be marked as TAXABLE during order

placement, unless you are able to provide a tax exempt certificate.

**Please be aware that unless freight is quoted below, SHI provides Motorola with FREE SHIPPING.**

If you require future quotes for items you are unable to locate in the SHI-TIGERS Punch-Out Catalog, please submit a product

request via the SHI-TIGERS Punch-out Site.











SHI Quote Sample Continued – Save in Tigers as an attachment:

Pricing Proposal Quotation #: 5864418 Created On: 9/20/2012 Valid Until: 10/18/2012

Motorola Solutions, Inc. Inside Account Manager

XXXXXXX 1301 E ALGONQUIN SCHAUMBURG, IL 60196 UNITED STATES Phone: (847) 576-2235 Fax: (847) 538-2291 Email: [email protected]

Joe Argiro 290 Davidson Somerset NJ, 08873 Phone: 800-210-9161 Fax: 732-652-6437 Email: [email protected]

All Prices are in US Dollar (USD) Product Qty Retail Your Price Total

1 Microsoft Visio Standard 2010 - License - 1 PC - Select, Select Plus - Win - Single Language Microsoft - Part#: D86-04531

1 $164.00 $141.22 $141.22

Total $141.22 Additional Comments

•If the product quoted is for OEM or resale purposes, SHI must be notified at the time of quote request. Pricing provided in the above quote is provided by SHI International US for delivery to Motorola Solutions US only. •If you require delivery outside of the US, please advise where and the appropriate quote will be provided. For EMEA inquiries please contact [email protected], for APAC contact [email protected], for Canadian contact [email protected] and note that your requirement is for Canada. •Your order should be marked as TAXABLE during order placement, unless you are able to provide a tax exempt certificate.

The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.com/returnpolicy, unless there is an existing agreement between SHI and the Customer.






http://www.shi.com/returnpolicy






Creating a new Order in TIGERS For Motorola SDE team:

1. From the Quote, Create a requisition for the first item using the Tiger Titling method above to name the Tiger Request.

2. Create a catalog order – (or Non- Catalog order) a. Enter Item Quantity (from Quote) b. Enter Supplier Part Number (from Quote) c. Enter Description of item (from Quote) d. Enter Price (from Quote) e. Select supplier/vendor (from Quote)…See the big list of

Motorola approved vendors provided by Tiger and find name of supplier – Choose best option.

f. If the supplier is not on the big list, talk to Vendor about the best one to choose.

g. Commodity Code – See list of commodity code types provided by Tiger and choose or search for the most accurate code. (Vendor or buyer may request to have this code changed later.)

h. Taxable - Almost always select “YES”.

3. Select “OK” – To complete the first of the items from the quote.

4. Repeat for each additional item by selecting the checkbox for the first item entered and selecting button labeled “Copy”.

5. Go change copied item to match the 2nd item on the Quote…. i.e. Paste in description, Price, Qty, etc. from the Quote.

6. Once all items from Quote are entered, provide the Accounting Cost Center – use cost center identified in title of original email request.

7. Select “Checkout” 8. Select “Save” 9. “Save” order from Tiger as a PDF or HTML into an appropriate folder on your local hard drive.

Check the Tigers Order for Errors: Tiger must be done correctly or it will list the problems with your order or reject the order.

Once order is submitted it can be checked to see if it processed, or if there was an error in

the order by checking the “Summary” Tab for errors.

Select “Edit” to revise the fields showing errors as highlighted red. Resubmit immediately

after revising fields.






Tigers Notes: You may have to check the order progress more than you might expect.

You may have to monitor the order and check for mistakes, duplicates, shipped dates, changes prices.

Changed prices will require a new Tiger submission. Existing orders won’t allow change in price.

Attach the quote to the Tiger order, so the vendor can see what you are ordering.

TIGERS is not supported by Internet Explorer Version 9.

Add the Quote as an Attachment to the Tiger Order Add all vendor Quote pages as an attachment to the Tiger order, so the vendor can see what you are ordering, and to ensure price match to the approved quoted price. If the vendor changes the price, a new order will be required to be submitted to Tiger and the old order will need to be cancelled.

1. Go to Tiger Order Page and confirm you are looking at the correct order. 2. Select “Add Attachment”. 3. Browse to folder you saved the Quote into, and select the correct Quote for this Tiger order. 4. Check the box that says “Visible to Supplier”. 5. Select “OK”.






ALSO: If and when asked by the requestor, purchaser or someone in the approvals list…. Attach to your Tigers order the “New Sole Source Justification.doc”.

1. Open the document, 2. Check all the checkboxes, 3. Save it to an appropriate folder on your hard drive, 4. Attach it to your Tiger’s order, and then 5. Send it to those that request it.

Add a Requestor as a Watcher – if ordering for someone else If the person requesting the items to be purchased is not the same as the person placing the order in

Tiger, then the requestor should be added as a “Watcher”.

1. Go to “Procurement” page and select the “Approval Flow” Page. 2. Under “Approvers” tab you should see a list of approvers that will depend on the department

that is paying for the items or contractor. See the Request Tree. 3. Select “Add Approver” and then…

http://compass.mot-solutions.com/doc/431175652/New_Sole_Source_Justification.docx






4. Enter the name of the Person who requested the items, i.e. The “Requestor”.

Add name

Click submit






5. Choose “Watcher” as the type of Approver. 6. Select “OK”.

7. Confirm by reviewing the “Approval Flow” tab again to confirm that the Watcher’s name now is seen.

Click on Watcher

Add approver in parallel

to the entire approval

flow






Tiger’s Help Pages For more complete information go to the following links:

http://compass.mot-solutions.com/web/ineedhelp

http://how2buy.mot-solutions.com/h2b3/search.asp

http://how2buy.mot-solutions.com/h2b3/category_list.asp

Tigers orders

http://tigerslive.mot-solutions.com/

4808 Internal Orders Internal orders, also known as 4808 orders, are orders that place demand on the factory and are shipped to the field or to Motorola as required, but are not paid for directly by the customer. In some cases the customer is never billed because the equipment being ordered is to address a design error or some internal oversight. In other cases the customer is billed, but the billing happens later and is accomplished through the additional processing of a normal order invoicing to the customer. http://compass.mot-solutions.com/web/gcmdmoto/Pre-Builds%2C+One-

Liners%2C+ERA%27s%2C+Plan-X%2C+4808

General Steps

1. An individual or project team identifies a need for an Internal order.

2. The individual or project team assembles an equipment list using a STIC-1 form or an equivalent,

fulfillable equipment list format.

3. A valid department number or project number is identified for billing.

4. A ship-to address is provided.

5. An end-user address is provided.

http://compass.mot-solutions.com/web/ineedhelp

http://how2buy.mot-solutions.com/h2b3/search.asp

http://how2buy.mot-solutions.com/h2b3/category_list.asp

http://tigerslive.mot-solutions.com/

http://compass.mot-solutions.com/web/gcmdmoto/Pre-Builds%2C+One-Liners%2C+ERA%27s%2C+Plan-X%2C+4808

http://compass.mot-solutions.com/web/gcmdmoto/Pre-Builds%2C+One-Liners%2C+ERA%27s%2C+Plan-X%2C+4808






6. Proper authorization from your area financial analyst is obtained in the form of an email. Verbal

approval is OK if verbal comes from VP or higher.

7. Project Manager to include an REA (Risk Expenditure Authorization) if applicable.

8. All documentation and approvals can be faxed to 1-800-526-8644. The paperwork will be

imaged and a case number will be assigned.

Deliverables:

1. Equipment list in STIC-1 format or equivalent, fulfillable equipment list format.

2. A valid department number or project number is identified for billing.

3. Ship-to and End-user addresses.

4. Finance analyst and/or VP approval.

5. A BB order assembled and ready to process in COF if the intent is to bill the customer at a later

date.

6. REA if appropriate.

http://compass.mot-solutions.com/web/gcmdmoto/I+have+an+order

http://compass.mot-solutions.com/web/gcmdmoto/I+have+an+order






Shipping Steps

Types of Shipping There are two types of shipping to perform:

1. Shipping items out

2. Getting Items shipped back

Shipping items out All individuals will be shipping in and out their own devices

What is needed to ship out:

Material Pass mPass (electronic material pass)

http://mpass.mot.com/cfdocs/mpass

Shipping paperwork (which will be attached to email)

Getting Items shipped back from a Customer (Shipping IN) What is needed to ship in: Go to How2Ship http://my.mot-solutions.com/portal/site/how2ship NOTE: We do not give the Motorola Solutions account # out, but we can setup a time for pickup of the device. We need to email them a tracking label for them to print and stick on the package or box.

1. Gather Information for the AXIOM (Fed Ex) shipping order.

Call the customer and get the following bits of information:

1. Setup the time with the customer wants the package picked up 2. Get their Address 3. Contact name 4. Phone #

You will also need the 5. Package dimension 6. Package Type (Put in your packaging) 7. Package weight

http://mpass.mot.com/cfdocs/mpass

http://my.mot-solutions.com/portal/site/how2ship






2. Once info is gathered, get on AXIOM – (Fed Ex) site and enter info to get a Tracking label”

Note: You will be the Recipient address

3. The Sender Address will be the person you’re trying to get the device back from.






Setup the time the customer wants the package picked up

Get their Address

Contact name

Phone # You will also need:

Package dimension

Package Type (Put in Your packaging)

Package weight

Once all this is done you should get a tracking # to send to the customer to put on the box.






Verify your Tiger Password If your Windows password changes in Active Directory you will need to verify your Tiger Password:

1. Go to Tiger Password Central.

2. Go to the “verify my password” button/link.






3. Enter your password and User Name and select the “Verify My Password” button/link.






Applying for a Contractor’s Tiger Account:

Fill in All required Info:

In Step 4, select “yes” if you have signed the non-disclosure agreement.






Enter supervisor’s name and info select NEXT. Your request is now submitted and emailed to your supervisor.

Remind you supervisor to approve of the request by emailing the form to: [email protected]

[email protected]






Example Order Communication:

#2 Quote for Software goes to SHI (you can ask for a refresher quote to I will attach a quote that I have but make

sure you talk to Karlyn about the price for RedHat.

[email protected]

**Key things to know**

There will be two separate TIGERS orders…they cannot be put on one.

DELL is not a line item vender so I have attached something called a Sole Source Justification. Make sure you attach it to Tigers order with the quote you get from Chris

Cook.

Call Karlyn for the REDHAT cost since he mentioned he may be able to get a better price.

Whoever is requesting an order, you can make them a watcher so they know where in the process the order is… again, if you like…. your choice.

Also because I have been placing order may I make a suggestion as to how you setup your title for your orders.

o I put in the name of the person asking for the order, date I put it in, vendor, dept # it should fall under, project name and or what I am getting. This helps if you are going to repeat a order also when you are trying to remember the order it self. Again this is just a suggestion I am sure you have an idea how you are going to place them.

Todd G. 6-19-2012 SHI DEPT # U3204 KOHL VMWARE RED HAT (MS) (Example SHI)

Todd G. 01-09-2012 Dell ORDER DEPT#U3204 - BWW Server (Example DELL)




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