1. 1 PO320: Processing Purchase Requisitions

2. 22 Training Agenda  Welcome  Icebreaker  Training Materials Overview  Lesson One – Understanding Purchase Requisitions  Lesson Two – Performing Item Searches  Lesson Three – Creating and Modifying Purchase Requisitions  Lesson Four – Managing Purchase Requisitions  Lesson Five – Item Selection Methods  Resources Available  Wrap-up and Close

3. 33 Welcome

4. 44 First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off- topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks

5. 55 Icebreaker Get to know your fellow Trainers and Drivers!

6. 66 Getting to know you… Please introduce yourself by telling us: Name Agency A fun fact about yourself or a hobby How you interact with purchase requisitions today An expectation for today’s class

7. 77 Training Materials Overview

8. 88 Participant Guide Produced in Microsoft Word Contains key concepts, processes, and task information required to complete a user’s role in SMART Process flows and screenshots of the SMART system are included This is a great reference to use after training!

9. 99 Concept Slides Used to help the Trainer facilitate the course materials Produced in Microsoft PowerPoint Contains key content and graphics Generally used at the beginning or end of each Lesson

10. 10 Business Process Flows Used to present the flow of either business processes or information within SMART

11. 11 Activity Guide Produced in Microsoft Word Contains a scenario for each activity completed in the training database. Provides data that you must enter for the exercise. Organized by classrooms and users. Take note of the user ID assigned to you.

12. 12 Activity Types Demonstration – instructor only (hands off) Walkthrough – instructor leads and participants complete exercise with instructor (hands on) Exercise – Participants complete on their own Challenge – Participants complete on their own

13. 13 User Productivity Kits (UPKs) An online help tool that contains user procedures for completing tasks in SMART Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide UPKs are also available after training on the SMART Training website UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

14. 14 Job Aids A short document that contains key concepts or steps involved in a course –Can be content or system related Available for all participants to use during training Used after training for quick reference from the Training Portion of the SMART website Referenced as often as possible during training to indicate the “handiness” of the material

15. 15 Course Evaluations Are conducted using the SurveyMonkey tool Please complete a course evaluations for each new course that you attend Trainers also complete a course evaluation at the end of each class

16. 16 Questions?

17. 17 Lesson One Understanding Purchase Requisitions PO320: Processing Purchase Requisitions

18. Lesson Objectives After completing this lesson, you will be able to: Define basic purchase requisition terms Explain how purchase requisitions fit in to the end-to- end processes for Purchasing List the roles involved in the purchase requisition process and describe the tasks performed by each role

19. PO320: Processing Purchase Requisitions  Purchase Requisition Key Terms Purchase requisition – Record of a request for items Sourcing – The process of creating purchase orders from requisitions Purchase order – Commitments from an organization to vendors to purchase goods or services from that vendor on a specific date; creates an encumbrance in SMART Budget checking – The process of comparing expenditure or revenue transactions against a defined budget Items – A good or service purchased by the State of Kansas Item Catalog – A collection of item categories Item Category – A grouping of items Favorite items – Frequently used items or transactions that are maintained in a single location

20. PO320: Processing Purchase Requisitions  Purchase Requisition Key Terms (cont) Speed Charts – Pre-defined ChartField combinations that can be defined with a single accounting distribution or with multiple accounting distributions. Speedcharts are identified and invoiced with Speedchart code during data entry to increase efficiency by reducing the number of keystrokes for frequently used accounting distributions Account Codes – The ChartField that categorizes the nature of a transaction as a specific type of revenue, expense, asset or liability Schedule –The schedule defines when and where you want the line items delivered Vendors – A vendor is any person or a company from which the State of Kansas purchases goods or services, including state agencies, sub recipients, and sub-grantees

21. PO320: Processing Purchase Requisitions  Purchase Requisition Key Terms (cont) Buyer – An individual that updates and approves Purchase Orders (PO) within SMART Requester – An individual who requests goods or services to be entered into SMART by the Requisitioner, and whose ID appears on the various procurement pages that reference Purchase Orders Requisitioner – The individual that enters the purchase requisition into SMART. This may be the same individual as the Requester. Templates –Templates provide a way to group items that are often ordered together. Personal templates enable you to quickly create requisitions in SMART for frequently ordered items.

22. PO320: Processing Purchase Requisitions  Purchase Requisition Key Terms (cont) eProcurement – A SMART module that provides the ability to enter requisitions either from an online catalog from which a Requisitioner can search for goods and services from various suppliers, or enables a Requisitioner to be able to add a free-form (special request) item (if the item is not found in an online catalog)

23. PO320: Processing Purchase Requisitions  Purchase Requisition Key Concepts - Elements

24. PO320: Processing Purchase Requisitions  Purchase Requisitions - Role Definitions SMART User RoleKey Definition Role – Processing Purchase Requisitions Agency RequisitionerCreates requisitions Kansas BuyerUpdates purchase orders, dispatches purchase orders Agency Contract Processor Creates contracts, sets up collaborations, performs contract maintenance Kansas RFx Processor (KDOT) Initiates sourcing events, performs RFx maintenance, recommends awarding of events Agency Requisition Administrator Maintains agency requisitions, closes out unused requisitions Kansas Super Buyer (KDOT) Creates purchase orders, creates purchase orders from events Agency Buying Administrator Maintains agency purchase orders and closes out unfilled purchase orders

25. PO320: Processing Purchase Requisitions  End-to-End Purchasing Process

26. PO320: Processing Purchase Requisitions  Creating a Requisition Process – Part 1

27. PO320: Processing Purchase Requisitions  Creating a Requisition Process – Part 2

28. PO320: Processing Purchase Requisitions  Processing a Requisition Process

29. PO320: Processing Purchase Requisitions  Lesson Summary In this lesson, you have learned to: Define the key terms associated with purchase requisitions in SMART Explain the business processes of purchase requisitions within SMART Identify the roles and tasks that interact with purchase requisitions within SMART

30. PO320: Processing Purchase Requisitions Questions?

31. 31 Lesson Two Performing Item Searches PO320: Processing Purchase Requisitions

32.  Lesson Objectives After completing this lesson, you will be able to: Browse catalogs within SMART Perform keyword, advanced and compare searches within SMART Prologue: Lesson 2 is designed to teach you how the Item Master List and Item Catalogs are structured within SMART. Once you understand how items are structured and stored in SMART, you then learn several search methods used to locate items. From Lesson 2, you continue to Lesson 3 where you learn how to create and modify purchase requisitions in SMART.

33. PO320: Processing Purchase Requisitions  Item Search Key Terms Item Master List: Detailed list of statewide contract items maintained in SMART by the State of Kansas Item Catalogs: Item catalogs are a collection of specific State of Kansas statewide contract items in SMART. Item Categories: Item categories provide transaction information for requisitions, requests for quotes, contracts, and purchase orders. 2. Add Items and Services Page: Use this page to request an item or service Catalog Search Results Page: The Catalog search results page displays the results of your item search. You can then select the item(s) to requisition. This search will pull every item in the catalog that matches the key word/value(s) that were entered into the search field(s).

34. PO320: Processing Purchase Requisitions  Advanced Search Options Basic Search Page: When you use the search field, rather than using the catalog look-up, the results display on a separate tab Search Settings Page: Use the Search Settings page to define the number of rows of results that you want to display per page Advance Search: Searching with field data in the Search Catalog section allows you to further define or refine your search. The more information you have the easier it is to search for the specific item. Comparison Searching: When searching for an item to requisition, you have the ability to compare up to five items side by side. Click the Compare button on the Search Results page to display the comparison.

35. PO320: Processing Purchase Requisitions Begin Activities

36. PO320: Processing Purchase Requisitions  Lesson Summary In this lesson, you have learned to: Browse item catalogs in SMART Perform keyword searches, advanced searches and compare searches for items within SMART

37. PO320: Processing Purchase Requisitions Questions?

38. 38 Lesson Three Creating and Modifying Purchase Requisitions PO320: Processing Purchase Requisitions

39.  Lesson Objectives After completing this lesson, you will be able to: Create a new purchase requisition, with or without a procurement card Create a new purchase requisition, with or without (special request) an item from the item table Create a new purchase requisition for an item which will become a fixed asset Create a new purchase requisition for an item which will become a part of a project Create a new purchase requisition, with or without prior authorization request Create a new purchase requisition using the Web Tab (Direct Connect)

40. PO320: Processing Purchase Requisitions  Lesson Objectives (cont) Edit, save and submit purchase requisitions Use the Manage Requisitions page to edit and manage purchase requisitions in SMART

41. PO320: Processing Purchase Requisitions  Key Terms (Business ) Procurement Card (P-card): A credit card used by authorized employees to make purchase on behalf of their agency Prior Authorization Request: A process that is required by the Division of Purchases to pre-approve certain transactions

42. PO320: Processing Purchase Requisitions  Requesters When creating a requisition, SMART requires you to designate a Requester. If the Requester holds a business procurement card for the State of Kansas, SMART enables you to use the Requester's procurement card details as payment for the requisition if desired. It is important to know that you do not need a business procurement card to create a requisition in SMART.

43. PO320: Processing Purchase Requisitions  Requisitioners and Procurement Card Information Requisitioners are able to view masked procurement card information of a Requester (cardholder). The only cards the Requisitioner will have the ability to pay with on a requisition will be cards they have proxies to. A Requisitioner can enter requisitions for any Requester in their business unit, but if they do not have proxy to each Requester’s card, they will not be able to use the Requester’s P-card as a payment method on the requisition.

44. PO320: Processing Purchase Requisitions Begin Activities

45. PO320: Processing Purchase Requisitions  Lesson Summary In this lesson, you have learned to: Navigate within SMART to create purchase requisitions Locate and use items on the items master list for a purchase requisition Enter asset information and project information on a purchase requisition Use a Prior Authorization Request to create a purchase requisition Edit, save, and submit purchase requisitions Use the Manage Requisitions page to manage requisitions

46. PO320: Processing Purchase Requisitions Questions?

47. 47 Lesson Four Managing Purchase Requisitions PO320: Processing Purchase Requisitions

48.  Lesson Objectives After completing this lesson, you will be able to: View and understand purchase requisition statuses Manage purchase requisitions

49. PO320: Processing Purchase Requisitions  Purchase Requisition Status Key Terms Approved: The requisition is approved and can become a purchase order. Canceled: The requisition was entered and saved but was canceled. A canceled requisition can be reopened within a certain number of days as specified for the Purchasing business unit; otherwise, it is closed permanently. Complete: After the requisition is dispatched on a purchase order, the goods are received and the vendor is paid. A background process identifies the requisition status as Complete. Canceled requisitions are also identified as Complete. Denied: The requisition is denied in the approval process. Open: The requisition has been entered and saved but not yet submitted, or the receipt has been entered and saved but might have errors.

50. PO320: Processing Purchase Requisitions  Purchase Requisition Status Key Terms (cont) PO(s) Created: The requisition has been placed on a purchase order. PO(s) Dispatched: The requisition has been placed on a purchase order, and the purchase order has been dispatched to the vendor. Pending: The requisition has been submitted and is awaiting approval. Received: The requisition has been placed on a purchase order. The purchase order has been dispatched to the vendor, and the goods have been partially or fully received.

51. PO320: Processing Purchase Requisitions  Manage Purchase Requisitions The SMART Manage Requisition feature provides you with the ability to review, edit, approve, or cancel requisitions. After the requisition is auto sourced to a purchase order, the goods are received and the vendor is paid. The requisitions status will changed to "Complete". Canceled requisitions are also identified as "Complete“.

52. PO320: Processing Purchase Requisitions Begin Activities

53. PO320: Processing Purchase Requisitions  Lesson Summary In this lesson, you have learned to: Explain the purchase requisition statuses and the definition of each status Navigate in SMART to locate purchase requisition information Identify the processes associated with managing purchase requisitions in SMART

54. PO320: Processing Purchase Requisitions Questions?

55. 55 Lesson Five Item Selection Methods PO320: Processing Purchase Requisitions

56.  Lesson Objectives After completing this lesson, you will be able to: Locate, select and save favorite items Create and use personal templates Create special requests for services Edit and cancel purchase requisitions

57. PO320: Processing Purchase Requisitions  Favorite Items Favorites are frequently ordered items that you can maintain in a single location. You can create a list of frequently ordered (favorite) items and use the list to add items to a requisition without searching the item catalog. Favorites are stored by Requester in SMART. Adding items to favorites can be done on several pages when creating a requisition

58. PO320: Processing Purchase Requisitions  Personal Templates Personal Templates are a way to group items that are often ordered together. Personal templates are stored by Requester in SMART. Personal templates enable you to quickly create requisitions for frequently ordered items.

59. PO320: Processing Purchase Requisitions  Special Request for Services You can create a special request for services in SMART. Services include tasks that are performed by outside agents. For example, package delivery, temporary help, or repair work.

60. PO320: Processing Purchase Requisitions  Variable Cost Service Page Variable Cost Service Page: Use this page to service that is based on the number of hours of work.

61. PO320: Processing Purchase Requisitions  Fixed Cost Service Page Fixed Cost Service Page: Use this page to request a fixed-cost service. This is a service with a fixed fee and is not part of the standard item catalog.

62. PO320: Processing Purchase Requisitions Begin Activities

63. PO320: Processing Purchase Requisitions  Lesson Summary In this lesson, you have learned to: Locate, select and save favorite items in SMART Create personal templates, and create requisitions using personal templates Create, edit and cancel special requests for services

64. PO320: Processing Purchase Requisitions Questions?

65. 65 Resources Available

66. 66 Use the following resources SMART Training Website –http://da.ks.gov/smart/training.htmlhttp://da.ks.gov/smart/training.html SMART materials –Review, Review, Review your SMART materials after training!!

67. 67 “Ability is what you're capable of doing. Motivation determines what you do. Attitude determines how well you do it.” Lou Holtz You can do this!

68. 68 Questions?

69. 69 Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingPO320

70. 70 Thanks for coming and participating today!

71. PO320: Processing Purchase Requisitions  Purchase Requisitions Jeopardy Game Let’s play a game to review what we’ve learned so far Divide the class into three teams Teams: Discuss and name your team Begin!