Welcome to theProcurement Users Group

Wednesday, October 19, 2005

8:30am – Noon

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Today’s Agenda

• Announcements• Presentations

– Contracts by NIGP Code– Life Cycle of a Purchase Order– Approval Routes

• Breakout Session• Q&A Session

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Announcements

• Upgrade Update• Timing-out of NIS• Building and Land Fixed Assets – Contact Dennis

Summers with questions• Trade-In Procedure on Surplus website • Do not add Freight at 3-way match if Item was

purchased off contract. See 3-way Match Work Instructions.

• Need help searching for contracts? Call SPB• Deviation Request• 2nd Level Help Desk• New staff at SPB

Contracts by NIGP Code

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• Before creating a Purchase Order, go to Commodity Code Look-up to determine if a Statewide contract already exists.

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• In the Search Text field in the QBE line, enter *OC* to search for Commodity contracts or *O4* to search for Service contracts.

• Enter N in the Line Type field in the QBE line. (to search for non-stock items)

• Click Find.

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User Date = Contract Expiration Date

This search shows all Statewide Contracts tied to a specific NIGP “Item Number.”

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• To narrow the search, query by Description and Description 2.

• By typing *mow* in the QBE and clicking Find, three current Statewide Contracts appear in the grid.

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• By typing *hair* in the QBE and clicking Find, eight current Statewide Contracts are identified.

What happens if you forget to use the Commodity Code Look Up First?

Just Kidding…

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• In this example, a direct entry PO (OP) has been created. Click on the Visual Assist (Flash Light) to see the Item Search Screen.

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• Search for Statewide contracts in the same way as illustrated in the Commodity Code Look-Up.

• If the item does not exist on a contract (NA appears in the Search Text field) continue with the PO.

• If a contract exists close out of the purchase order and generate a new Purchase Order from the existing Contract.

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• View Commodity and Service contracts using the All Order Inquiry

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• Enter the Contract number in the Order Number field and click Find.

• If more than one contract exists with the same number, view the contract with 00001 as the Order Co.

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• View the contract Header and/or Detail information by clicking Row, Header Revision or Row, Detail revision.

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• By looking at the Detail of this contract we are able to determine that the contract is not a contract for small mowers.

Life Cycle of a Purchase Order

View Online

Approval Routes

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Approval Route Worksheet

• A new approval route worksheet with Final Level of Approval is available on the DAS Materiel – State Purchasing Bureau website.

• Indicate if approval route is New, Change, or Terminated (enter A (Add), C (Change), D (Delete) or NA (Not Applicable)).– Approvals for each doc type can be listed in one

box.

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Setting up Approval Routes

• The “Master” approval route should be utilized when setting up approval routes for the document types shown to avoid errors.

• By utilizing the master, the need for keying in the final level of approvals is eliminated.

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Setting up Approval Routes

• This is an example of one of the “Master” approvals. Notice, DAS IM Services and SPB Purchasing are already listed for ON documents.

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Setting up Approval Routes

• Agency authorization must be entered at a dollar amount less than the final level of approvals.

• In this example, DAS IM Services will never see this approval routing Because SPB has a lower address book number and they are at the same dollar level.

Final level approvals must be set up according to the MASTER approval to ensure all levels of approvals are completed.

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Setting up Approval Routes

• In this example, the MASTER list was utilized which ensures proper routing to both DAS IM Services and SPB Purchasing

Final level approvals must be set up according to the MASTER approval to ensure all levels of approvals are completed.

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Setting up Approval Routes

• Agencies may maintain their own approval routes after attending a training session with SPB to review the process (1-2 hours). Once training has been completed, user must request PT31 approval through security.

• Please contact State Purchasing Bureau at 471-2401 to set up an Approval Route training session.

Break out Session

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• Task #1: Ask questions and work as a group to answer them. Use the paper as a worksheet.

• Task #2: Write one question and its answer on the slip of paper to be picked up by the facilitators and presented to the large group.

• Task #3: Discuss possible improvements to the system. Write the improvement with a possible resolution on the paper.

Breakout Session Instructions – 20 minutes

Q&A Session

Thank you for coming!

Please remember to fill out an evaluation!