Welcome to theState Procurement User Group Meeting

Thursday, February 14th, 2008

8:30am – 11:45am

• Announcements

• Presentations~ IT Purchases~ Contract Location Report & Open Contract by Dollar Range Report~ New Tips & Tricks / Tech Help Page~ CSI Purchase Orders

~ Procurement QRC~ Revise Service Contract~ Combined Full Scope & Certification Training~ New Commodity Service Dollar Amount Statute Requirement

• Questions and Answers

Today’s Agenda

• Welcome Steve Sulek

• Second Level Help Desk~ Open position

• New email address & phone number of the Help Desk~ Help Desk Phone Number: 402-471-4636~ Help Desk E-mail: CIO.help@nebraska.gov

Announcements - SPB

• NIS Update

Announcements - NIS

Steve SchaferIT Purchases

Please refer to handouts or go to: http://nitc.ne.gov/standards/comment/20080109/01-204_DRAFT_20071220_comment.html

IT Purchases

Connie Heinrichs

Contract Location Report & Open Contract by Dollar Range Report

REPORT REVIEW

• Contract Location

– R571133

• Number of Contracts in $ Range – Open

– R5743540

Contract Location

• What is the purpose of this report?– Which agency owns the contract– Contract Number– Corresponding Business Unit– Vendor Number– Identify the physical signed copy location– Beginning and Ending contract date– Estimated amount

Where Does This Information Come From?

Navigation

• Purchasing - Agencies > Inquiries & Reports > Purchasing Reports > Contract Reports > Contract Location

InstructionsStart this instruction from the Work with Batch Versions –

Available Versions prompting window.

Choose the version you wish to run and click SELECT.

This report runs in both PDF and CSV formats – CSV will allow data sorting.

Instructions

2. Choose Data Selection and Submit.

Clicking Data Sequencing will allow users to sort by Amount.

Instructions

3. The Data Selection window appears.

Instructions

4. Complete the following fields:– Line 1 = Order Type is equal to

• O4 = Services• OC = Commodities

O4 and OC can be ran at the same time, example above only shows the O4’s

Instructions

– Line 2 = Agency Number• Choose your specific Agency

– Line 3 = Do Not Change– Line 4 = Order Type is equal to

• O4 = Services

– Line 5 = Do Not Change– Line 6 = Do Not Change

State Wide Contracts will always print

Instructions

5. Click OK. The Processing Options window appears.

Complete the following fields:• Contract Beginning Date = The date that will

show all active contracts past this date

Instructions

6. Click OK. The Printer Selection window appears7. Click OK.8. Click Close

View the Report via Submit Job or View Job Status. For step-by-step instructions, please refer to the Working with Submitted Reports work instructions. Choose the Job Details to view (R5743878 _…) once the Description is "Done".For more information on viewing reports in CSV, refer to the Running/Viewing Reports in CSV work instructions in the System Basics manual.

Report Results

Number of Contracts in Dollar Range - Open (R5743540)

• What is the purpose of this report?– List Contract Description– List Vendor– Estimated Contract Amount– Open Contacts ONLY

• Pulled from Dates

• Report is based on date only, not status code. The date is pulling from the cancel date on the Header

Navigation

Instructions

• Start this instruction from the Version Prompting window.

Choose Data Selection.

Instructions

• Click Submit. The Data Selection window appears.

Instructions

• Leave the first two lines as is; the amounts will be entered at the Processing Options window.

This report is automatically setup to run on both commodity and service contracts. To narrow report by commodity contracts only or service contracts only, change the Right Operand in the third row (Order Type) to read either O4 (for Service Contracts) or OC (for Commodity contracts).

Instructions• To run the report by agency, enter the following

information in the next blank line:– Left Operand: "Agency Number (F4301) (AN8) – [BC]"Comparison: "is equal to"– Right Operand: "literal." Enter the 3-digit agency

number.

This field pulls from the Business Unit Master table which ties to the business unit field on the order header.

Instructions

Click OK. The Processing Options window appears

Instructions

• Enter the amount range and date range for which to run the report.– The "From Cancel Date" is pulling from the

Order date on the Contract Order Header.– The "To Cancel Date" is pulling from the

Cancel date on the contract Order Header.• Click OK. The Printer Selection window

appears.• Click OK. You will return to the main menu

This report runs in both PDF and CSV formats.

Instructions

• View the Report via Submit Job or View Job Status. For step-by-step instructions, please refer to the Working with Submitted Reports work instructions.

• For more information on viewing reports in CSV, refer to the Running/Viewing Reports in CSV work instructions in the System Basics manual

Report Results

Report Results

Brian SvikNew Tips & Tricks / Tech Help Page

The old Tips & Tricks Page on the NIS Site (www.das.state.ne.us/nis) has become the Technical Help Page

New Tips & Tricks / Tech Help Page

Kay McKay & Amy Archuleta

CSI Purchase Orders

Procure to Pay

Ordering from CSI

(Cornhusker State Industries)

Through NIS

Start Date: April 1, 2008

Work Instructions• NIS Mini Manuals

• http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/miniman/index.html

Why Use this Process

• Encumbers Funds

• Goods are Received In NIS

• Payments are made by IBT Process

• Sales Orders are Created from PO

• Purchase Order Automatically Routes to CSI

• Warranty Tracking for Furniture

What Must You Do Before Using

• Approval Route MUST be Created– Contact Authorized Agent– Agent will Contact Help Desk

• Authorized Agent– Agency Approval Prior to $5.00– @$5.00

• Kate Severin • Fran Thompson

Sample of Approval Route OH

Menu Path

Things to Rememberon Purchase Order (OH)

• Supplier Number - enter CSI’s Address Book number --- 467--- THIS MUST BE AN "AG" SEARCH TYPE.

• Ship To - address to which the goods are to be delivered or the location where services are to be performed

• Promised Delivery – Enter the date that CSI promised to deliver this order. (This date may be found on the Sale Quote provided to you by CSI Sales Staff.)

Things to Rememberon Purchase Order (OH)

• NIGP Number/Inventory Number – this represents the CSI Stock Code: Reference the Sale Quote or the CSI Supply Catalog for the number to be used. If using the supply catalog you must preface the catalog number with an

“*” before the number. Example: *G-CR-600-311, or *G-CR-150-2-502 the system will self populate the Stock Number, 3 Digit NIGP and NIGP Sub.

• Report Code 3 – CSI

DCS - CSI

• Creates Sales Order

• Work Order if required

• Ship Confirms Order

• Create Interagency Billing Transaction (ITB)

Receipt of Purchase Order OH

• Receive Purchase Order OH once goods arrive at agency

• Post O batch

Things to Remember At 3-Way Match

– Order Number – Type the purchase order number to be matched to the voucher.

– Order Type - OH.– Supplier – Type the supplier's Address Book number. -- 467– Invoice Num. – Type the IBT number Example (188364R6).– Gross Amount – Type the amount of the pay item.– Invoice Date – Type the date printed on the supplier's invoice.– G/L Date – Type the current date. – Co. (Fund) – Type the number of the fund responsible for the

voucher.– Business Unit – Type the business unit number.

Things to Remember At 3-Way Match

• DO NOT CHANGE the Discount Due Date or the Due Date. If either field needs to be changed, please follow the work instructions for Special Handling a Voucher.

• Payee Number – DO NOT CHANGE. Contact the Address Book representative at DAS - State Accounting for changes.– Changes to this field will create vendor

payment problems

• Post the V Batch

Procurement QRCKay McKay

Procurement QRCThe Procurement QRC can be found on the NIS Website Training Manuals under the Procurement module.

Click here

Revising A Service ContractKay McKay

New Work Instructions

What May Cause A Revision• Annual or Monthly Maintenance Fees • Consumer Price Index Percentage

– Increases or decreases • Increase Quantity• Revision to Cost• Add New Detail Lines• Contract Renewals

As Agreed Upon in the RFP or Contract Amendment

Example of Language IN RFP

Follow the work instruction on theAS Materiel Purchasing Web sit

•Instruction for Processing at Agency•Instruction for Processing through Materiel Division, State Purchasing Bureau

Sample from Web Site

• A Contract resulting from this Request for Proposal will be issued for a period of five (05) years effective start date through end date , with the option to renew for two years (02) additional years, as mutually agreed upon by all parties.

• State Agencies may not enter into Contracts for Services with an unspecified or unlimited duration.

Tips and Tricks

• Once a document is at an approved status, it can only be revised by accessing it through the Revise Menu. This includes cancelling a line - if the line has been approved, it can only be canceled via the Revise menu.

• Changes to the Order Header do not automatically update on the Detail Lines.

Tips and Tricks• Changes to the Order Header do not

automatically update on the Detail Lines– Click Form, Header to Detail, Populate

• Information from the Order Header will NOT populate to Detail lines that are cancelled or closed (Status = 999)

• To cancel a line on the Service Contract, choose the line you wish to cancel and click Row, Cancel Line

• To cancel all lines on a Service Contract, click Form, Cancel Order

Example Maintenance and Support4-year contract with a 3-year extension

Policy and Procedures• If agreed upon add years 5, 6, and 7 at those years by revising the

contract and adding the lines.– Do not add until Agency knows that the vendor is complying with the

specifications in the Original RFP upon Contract Renewal

• Additions to the Service Contract for IT Maintenances and Support do not need to go back through the Office of the CIO as long as the additions were part of the original RFP.

• If contract extensions were not part of the original RFP, Agencies must follow policy and procedure on how to amend a Service Contract. Procedures for the Procurement of Contractual Services can be found at: http://www.das.state.ne.us/materiel/purchasing/rfpmanual/rfpmanual.htm

Reminder State Statute 73-503-(4)

• 73-503-(4) – The director of Administrative Services shall

establish a centralize data base, either through the state accounting system or through an alternative system, (NIS is the centralized data base) which specifically identifies where a copy of each contract for service may be found.

Reminder State Statute 73-506 (2)

• 73-506-(2) – State agencies may not enter into contracts

for services with an unspecified or unlimited duration.

Examples of where to fill this information in NIS

Combined Full Scope & Certification TrainingBrenda Pape

Training

• NIS/Certification Training for Procurement– PT30 and above must attend– 3 day training

• Day 1 – Services statute and NIS entry• Day 2 – Commodity statute and NIS entry• Day 3 – Approvals/Receiving/Reports/Specifications and

final certification

– Monthly trainings scheduled– Sign up through On-Line Registration– Come to learn, have fun and bring questions– Positive results have come from the 1st session

New Commodity Dollar Amount Statute Requirement

Brenda Pape

Updated Statute Requirement

• Deviation requests must be submitted for services of $50,000.00 and greater

• Award of Bid requests for commodities of $25,000.00 and greater

Questions & Answers