6/2/20151 MARS MARS Management Administrative Reporting System Commonwealth of Kentucky

6/2/20152 M anagement A dministrative R eporting S ystem What is “MARS”? “ MARS” is an acronym for the Management Administrative Reporting System

6/2/20153 MARS will contribute significantly to the Simplified Administrative Services Goals Administrative Services Goals Reduced Operational Risk Timely, relevant information Timely, relevant information Eliminate Duplicate Services Improved Systems Aggressive Cash Management Aggressive Cash Management Strengthened Accountability Strengthened Accountability Efficient and Integrated Processes Retool Workers Improved Performance

6/2/20154 MARS OVERVIEW AND BENEFITS

6/2/20155 MARS Background: ä ä Replaces STARS & KAPS ä ä Will incorporate E-Commerce technologies ä ä Comprehensive audit trails ä ä Comprehensive security ä ä Vendor Performance Measurement ä ä Graphical User Environment

6/2/20156 Benefits expected as a result of MARS include: Commonwealth Key Objectives include: ä ä Enhanced service delivery to customers and citizens through the automation of certain manual processes; ä ä Enhanced decision support capabilities; ä ä Creation of a strong position for the Commonwealth to utilize emerging technologies, such as electronic commerce;

6/2/20157 E-Commerce ä ä MARS vision: The delivery of products, services, payments and information electronically over public and private networks. ä ä A growing number of your business transactions with the Commonwealth will now be conducted electronically.

6/2/20158 PROCUREMENT benefits ä ä System guided ordering at the lowest level ä E-Commerce Framework: ä Catalog ä Delegation of Purchasing Responsibility ä Rich Electronic Content ä Vendor Registration ä New Profiles ä Updates ä Posting of Solicitations to the Web ä RFP ä RFQ ä IFB ä RFI

6/2/20159 ä Vendor submits responses via the Web ä price quotations ä document attachments ä best value criteria ä It will be the vendor’s responsibility to check the e-commerce web page to ensure that no addendum or modification has been made to a solicitation. ä Automated Bid evaluations ä Line level, group or total PROCUREMENT benefits

6/2/ PROCUREMENT benefits ä Automated receiving ä Automated match process ä Two way payment match (order-receive) goods (order- invoice) services ä Three way payment match (order-receive-invoice) ä Inventory\fixed assets life cycle tracking through disposal

6/2/ PROCUREMENT benefits ä Shared vendor management & performance tracking information ä Tracking of Vendor statistics (complaints, protests, resolutions) ä Established through workflow ä Submitted via the Web ä Customer Resource Center Mgt ä Collection of consumption data to support procurement planning activities ä Reports on commodity usage ä Master agreement (PCT) usage ä Catalog usage

6/2/ Overview: Catalog Functionality ä Commonwealth users will have access to one stop shopping through the MARS catalog module. All approved sources of supply will be included in the catalog; ä The MARS search engine provides robust searching capabilities and on-line access to rich electronic content; ä Ability for the Commonwealth to load simple files as Catalogs.

Catalog Demonstration

6/2/ The Catalog File The Commonwealth is asking for an electronic file containing all of your items that are currently on Price Contract - your catalog file can not contain items that have not been approved as part of your Price Contract.

6/2/ Catalog File Layout The file should be in MS-EXCEL 97 format

6/2/ Content Management Make data commerce ready: ä Take paper catalog or electronic file and refine the data to make it suitable for electronic commerce ä “Findable” and presentable

6/2/ Content Management Options Create file that conforms to defined standard; Third Party Content Management Firms.

6/2/ Web Registration: Overview ä You can now maintain your own Vendor records through the Internet and world wide web.

6/2/ Browse for Opportunities:Overview ä Search for new opportunities to do business with Kentucky; ä View and print the entire Solicitation on- line

6/2/ Submit Bids Online:Overview ä Submit your responses to all solicitation types on-line. Submit your responses to all solicitation types on-line. Submit your responses to all solicitation types on-line. ä We will be asking for pricing, responses to best-value criteria, and supporting electronic files. We will be asking for pricing, responses to best-value criteria, and supporting electronic files. We will be asking for pricing, responses to best-value criteria, and supporting electronic files.

6/2/ Announce Awards ä The Commonwealth will announce all awards on their web site.

6/2/ Feed back: ä Questions can be submitted through the Commonwealth’s existing Web site at mars/faq_mars.htm

6/2/ Timeline: ä MARS will go live July 1, ä To be included in the Catalog for July 1st we need your file before May 15th to guarantee your participation. ä Files received after May 15 will be incorporated after July 1 on a first come, first serve basis.

6/2/ Questions?