Welcome to the Procurement Users Group

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Welcome to theProcurement Users Group

• Tuesday, April 19, 2005
• 830am 1200pm

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Todays 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

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Reminder of Procurement Rules
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PROCUREMENT OF GOODS

• 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

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ONE TIME PURCHASEOF GOODS

• 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

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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

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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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(No Transcript)
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(No Transcript)
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Click 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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(No Transcript)
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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.
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Break out Session
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Breakout Session Instructions 30 minutes

• 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.

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Small Group Presentations
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Thank you for coming!Please remember to fill
out an evaluation!