Welcome to theProcurement Users Group

Tuesday, April 19, 2005

8:30am – 12:00pm

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Today’s Agenda

• Accomplishments • Presentations

– Reminder of the Rules – Deviation Request Process– Menu Changes

• Breakout Session• Small Group Presentations

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Accomplishments

• Menu Changes• Menu Selections and Document Flows• Revisions to Purchasing Documents• Received Not Vouchered Report – Zeros • Added AP Inquiries to Procurement Menus• Commodity Contracts and Purchase Orders

Reminder of Procurement Rules

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• State Purchasing is responsible• All contracts for goods are processed and

formally bid through State Purchasing– Formal sealed bid process

• Award Process– Agencies buy directly from contracts– P.O. must be processed on contract purchases before

ordered and received– Allow for budget check, approvals, documentation

PROCUREMENT OF GOODS

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• Under $2,000 directly purchased by agencies, not required to document competition

• $2,000 to $10,000 directly purchased by agencies, required to document competition, P.O. required

ONE TIME PURCHASEOF GOODS

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ONE TIME PURCHASEOF GOODS

• $10,000 to $25,000, informally purchased by State Purchasing, purchase authority given to agencies on occasion

• $25,000 and over, formally bid by State Purchasing

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PROCUREMENT OFSERVICES• Agency Directors are responsible• Contract for services may be done by the

agencies or State Purchasing– Under $25,000– $25,000 to $50,000– $50,000 and over– State Purchasing process or an approved alternate

process– May request State Purchasing do bid process– Web Page– Advertised

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PROCUREMENT OFSERVICES

• All contracts for services must be entered into the NIS system

• Deviation from contractual services process

Deviation Request Process

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Menu Selection

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Approval Routes

Approval Routes for agencies other than DAS:

$1 – 3 Agency individuals$4 AGENCY DIRECTOR (there is no substitute)$5 Frances Redwine & Sharon Zimmerman$6 Don Medinger & Brenda Pape$7 Lori McClurg & Doni Peterson $8 State Purchasing Bureau Front Desk

Go Online

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Click Select to see the Order Header.

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Click Form, Attachments

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17Click Row, Line Attachments

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The first “Text Attachment” is for the first line for the Deviation Request (O8). This will print on documents.

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This document is waiting for approval by Amy Archuleta.

Click Row, Status Summary.

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Changes to Purchasing Menus

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New menus are now driven by the document type that you want to enter or with which you would like to work.

These are sequenced in Purchasing Flow order.

Additional menus are alphabetized for quick access.

“Inquiries & Reports” now appear in one place only.

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Each menu is broken down by Commodities or Services

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Enter or Generate documents will be the first selection on any of the Document menus

Revise document will follow the entry/creation of a document. You should select the “revise” if the document already exists.

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Inquiries & Reports menu now include Accounts Payable Inquiries and Reports. If an end user does not have the security to view or run information tied to their AP matrix code, these menus may appear blank.

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Some of the selections from the Purchasing Reports menu have been modified to better describe the type of report you can run.

Break out Session

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• Task #1: Ask a question and work as a group to answer it. Write the question and its answer on the paper.

• Task #2: Discuss possible improvements to the system. Write the improvement with a possible resolution on the paper.

• Task #3: Pick one person in your group to present what is on your paper to the large group.

Breakout Session Instructions – 30 minutes

Small Group Presentations

Thank you for coming!

Please remember to fill out an evaluation!