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PRWEB INITIATOR GUIDE

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Fill-in Description and PR Number. Repeat PR Number on Additional Description ... Use the calendar to select the date ... year or leave blank. If a C3 project ... – PowerPoint PPT presentation

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Title: PRWEB INITIATOR GUIDE


1
PRWEB INITIATOR GUIDE FOR Wiesbaden Contracting
Center
2
ADVANTAGES OF USING PR WEB
  • Process will remain virtually the same except
    that the paper
  • PRC DA form 3953 will go away in accordance with
    the Armys policy
  • of no longer accepting paper PRCs by 01 Oct 06.
  • Customers will save time and money by no longer
    having to manually enter and
  • route the PRCs. The result will be that the
    RCO can act on the requirement
  • faster and more efficiently and ultimately
    deliver your requirements on time.
  • Customers will be able to track their PRCs
    and monitor the progress of their
  • PRCs through contract award right from their
    desktops.
  • The information contained in PR Web is exactly
    the same as the old paper
  • DA Form 3953 with the exception of mandatory
    coding and shipping
  • information.

3
To Create a New PR Select Purchase Request
New - PR Form
4
Fill-in Description and PR Number Repeat PR
Number on Additional Description REMEMBER TO USE
ALL CAPITAL LETTERS Date is Automatically
Generated No Dashes for PR No.!
5
Select Type of Action if known. Most actions
will be small purchase.
6
Find your office or the office you are working
the PR for
Click Select for Requesting Office Search. Using
the Wildcard , Type the Title of your
Organization. Remember to use all CAPITAL
LETTERS in your search. Click the Search Button
to find the Organization and highlight the
proper one and Select.
7
Issuing Office should identify contracting
office (i.e. Wiesbaden Contracting Center)
8
Click Add Button for
Suggested Vendor(s). Using the Wildcard , type
the vendor name. Remember to use all CAPITAL
LETTERS in your search. Click the
search button to find the vendor and highlight
and select the one you want.
9
COMMENTS FIELD ON THE MAIN FORM To prevent a
processing error in PD2, keep the comments as
short as possible No Hard Returns (Do not Strike
the Enter key to get to the next line !) DO NOT
use the sign - type the word Euro APPROPRIATE
COMMENTS INCLUDE Suggested Source Details if
SOS not found in the Suggested Vendor Search Euro
Price and Official Conversion Rate (e.g. Euro
amount _at_ 0.85305) SAF FYxx if the fund cite is
subject to availability of the funds Vendor does
not accept GPC if PR is within Government
Purchase Card threshold but vendor will not
accept GPC Contract Number delivery order and
Option Year for Contract Mods DO NOT change
the Contract Tab for MODs
10
To create a new Contract Line Item (CLIN) Click
Line Item and Select New CLIN
11
NSN (National Stock Number) if known Select.
Not mandatory
Dates Enter either DD or Period of Performance
Dates. Use the calendar to select the date Do NOT
type the date and DO NOT use the 3 date blocks
ADC/FATA
Extended Description (max 255 characters). If a
SERVICE, enter period of performance / time /
location / type of service / special requirements
etc If a PRODUCT, enter the description,
including part / model , manufacturer, size,
color, etc. (all fields on the Description tab as
the information on that description does not
currently transmit to PD2) Let words wrap around.
No hard returns!
CLIN TYPE and PERIOD
Enter Quantity and Unit Price Use the Select
table to select the Unit of Issue
12
After completing Detail Screen for Line
Item Click Description. Originator MUST fill out
FSC, SIC, and NAICS blocks. Failure to do so
will result in the PR being REJECTED!
13
Click Select Button by FSC (Federal Supply
Code). Go to Search Criteria and click
Description (easiest choice). Using the
Wildcard feature and using all CAPITAL LETTERS
type one word that best describes your
requirement. Highlight the appropriate one and
click select.
14
Click Select Button by SIC (Standard Industrial
Classification). Go to Search Criteria and click
Description (easiest choice). Using the
Wildcard feature and using all CAPITAL LETTERS
type One Word that best describes your
requirement. Highlight the appropriate one and
click select.
15
Click Select Button by NAICS (North American
Industry Classification System). Go to Search
Criteria and click Description (easiest choice).
Using the Wildcard feature and using
all CAPITAL LETTERS type One Word
that best describes your requirement. Highlight
the appropriate one and click select.
16

Click Brand Name/Sole Source If applicable,
otherwise leave blank. Brand Name/Sole
Source must be accompanied by a offline
justification to Contracting Office, IAW FAR
6.300 (
17
LINKS for Required Fields FSChttp//www.usabid.c
om/resources/tables/pscs/ (note FSC codes are
also listed as Product Service Codes
(PSC)) NAICS http//www.census.gov/epcd/naics02
/naicod02.htm NAICS SICS http//www.census.g
ov/epcd/www/naicstab.htm
18
For originators the funding strip will be
provided by RMO
19
After completing Description Screen for Line
Item Click Shipping. Click Select. Use Search
By (easiest choices are contact name or Org.
Name). Use Wildcard feature and type
appropriate entry. Remember to use all CAPITAL
LETTERS to begin your search and highlight and
select the proper Shipping Address.
20
As a reminder every CLIN whether it is a
sub-CLIN, INFO, or Priced CLIN MUST have the
FSC, SIC, NAICS, and Shipping Information
contained. Failure to do so will result in
rejection of the PR. Also, every Requirement that
has more than one CLIN must be created and not as
See attached offer
21
After completing the Shipping Address screen
Click Local Info. If Item is SAF (Subj. Avail.
Funds), type Appropriate year or leave blank. If
a C3 project (construction), type Yes or No. If
a contingency project type Yes or No. If an
unauthorized commitment (extremely rare) type No
or Yes. If yes, and have not contacted the RCO
PLEASE DO SO!
22
INFO CLINS can be created by Clicking on Info
Only. Type Extended Description. Let the words
wrap around and No hard returns. Notice the Item
Calculation Screens are grayed out. As with
Priced CLINS, the Description,Shipping, and
Local Info fields must be filled out.
23
To enter your CLIN on the PR Click on File. The
menu bar will drop Down to Update or Cancel.
Click Update and CLIN Will be established on the
PR.
24
ADDING ATTACHMENTS
From the File drop down Menu, select Attachments
This brings up the File Attachment window Click
the ADD button
Enter a file name for the file in the Filename
field (e.g. SOW for PR WK9G45291) Enter a
Description for the File, if desired Click the
Select File Button
If you cannot add attachments, the pop-ups are
blocked. To disable the pop-up blocker (1)
Locate the pop-up blocker icon. Click on the
icon (2) Deselect (Uncheck) the Pop-ups icon 
Click Browse select the file from wherever you
have saved it Click Attach
Attach ONLY Word, Excel, PowerPoint, PDF Note the
Size limit (2MB) Send all other Attachment
Formats offline by email or fax after
coordinating with the KO POC Appropriate
attachments are SOW, Sole Source Justification,
Letter of Urgency, etc.
25
If PR is associated with a Modification or
Delivery Order, Click Contracts Tab. Select
Associated Contract Information and Click
appropriate field. Select Contract/Agreement
Number Either search by Document Number or
Title. Use the Wildcard feature to conduct
search, Highlight and Select.
26
To add an additional POC Click Go to Addl Data
tab. Select Additional POC Select, Search,
Highlight, and Select.
27
UPDATE, SAVE, and COPY LINE ITEMS
UPDATE each record after completing each line
item. Select File gt Update
SAVE regularly as the Update closes out the line
item but does not SAVE the new data File-
Save It is good practice to Save frequently!
TO MINIMIZE WORK, Use the COPY Feature for
Multiple Line Items Highlight the completed line
item 0001 Click LINE ITEM COPY The system
pastes this as item 0002 Open and make changes to
Detail Tab All other tabs should be the
same REPEAT PROCESS FOR EACH LINE ITEM ON PR
28
When the PR is completed, Exit The PR will
reside in your Draft Folder until routed to next
level
29
ROUTING A PR ROUTING SHEET and ROUTING TEMPLATE
Your PR can stay in your Draft folder until you
are ready to route it for approval To Route the
PR to the next level, highlight the PR in the
Draft Folder Then, from the Purchase Request
Drop Down menu, select Route A Routing Sheet
appears Most users are in a Security Group that
restricts them to specific routing
templates Drop down the table, select the
appropriate template Click OK
30
DPW (Dept of Public Works) Basic Routing
Initiator Calls DPW
Work Order
Service Order
DPW Performs Acquiline Function
RMO (Resource Management Office)
RCO
31
Initiator Performs Acquiline Function
Installation Property
Installation Services
DOL Services Branch Ms. Erika Rubagotti
634-6826 Mr. Valter Florinaschi 634-3936 Official
PR Assigned
SSA/DOL Property Book Ms. Elena Andreoli
634-3936 Official PR Assigned
RMO
RCO
32
Initiator Prepares Written Requirement
G-4 Performs Acquiline Function
G-8 Comptroller
RCO
33
ROUTING A PR EMAIL ALERTS
When the Initiator routes a PR, it moves to the
Initiators Outbox At this time, the system
sends an email alert to all members of the next
Approval Group. The approval shows the name of
the group member who actually approves the PR An
email alert is sent to the members of each
Approval Group as the PR moves through the
approval process When the PR is sent to PD2, all
approvers receive notification Example email
alert
Only the Initiator retains the PR in the outbox
when it is routed to the next level
34
ROUTING A PR VIEW APPROVAL HISTORY
Initiators Should monitor the progress of a PR
to ensure it moves through the approval hierarchy
in a timely fashion From the Purchase Request
Drop Down Menu, select View Approval History to
check on the location of a PR while it is in the
Outbox folder pending approval and
funding Approvers and RM Should highlight the
PR, drop down the Purchase Request Menu and View
Approval History to read approval history and
comments before proceeding with approval or
funding
35
ARCHIVE
When approvals and funding are complete, the PR
moves to the PD2 user and to the Initiators
Archive Initiators can view completed PRs in the
Archive. The Archive Default is 30 days To see
older PRs, the Initiators can change the number
of Archive Days for a single session using the
Preferences menu.
36
OTHER ACTIONS
COPY DELETE RENUMBER RENAME SEARCH
37
PR WEB Helpful Reminders. Begin your search with
all CAPITAL LETTERS, enclose the wording with
the Wildcard feature. Ensure that the Correct
Search Criteria is selected when conducting your
search. Ensure that all SIC, NAICS, FSC, and
Shipping Information are contained on all CLINs.
If attachments are not attaching check and
disable pop-up blocker. No Hard Returns (wrap
words around) and No Euro/currency
symbols. Update and Save regularly. To move the
PR to the next destination click Refresh. If
unsure about coding and procurement info related
to PR Web or for PR Web technical assistance
please contact Ms. Carmen Kaufmann, DSN 336-2117
38
Copies of this Presentation and all PR Web Info
are contained on the RCO Vicenza
Website http//134.233.111.60/acquiline/ Click
on Services and follow the links to PR Web
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