1 December 10, :00 AM to 11:00 AM PROCUREMENT CONNECTION

2 Agenda Updates from October 15 th Meeting – Cheryl Kleeman 1.Invoicing Plans 2.Full product category descriptions are not visible in SRM/SAP and as a result the wrong categories are being selected 3.What is the definition of subscription? 4.Why are communications regarding contract changes sent in multiple ways which are not consistent for every change? 5.Rejection of Sole Source shopping carts Business Process 6.ERS – Cheryl Kleeman 7.Staples Office Supply Contract – Jeff Mandel

3 Agenda Financial Transformation 8.Shopping cart approvals by agency fiscal office (Finance Transformation Project Requirement) – Patti Chapman Technical – SRM/SAP System 9.Extension of closed solicitations 10.New BI (formerly BW) reports for Procurement – Karen Smeltz/Chris Olnick 11.Impact of use of Describe requirements on punch-outs – Cheryl Kleeman Legal 12.RFP Template – Pam Cross eMarketplace 13.Updates to eMarketplace – Sue Plecker

4 October 15th Meeting Update Agenda Item #1 Invoicing Plans: Why can't the purchasing agent check the delivery box and enter the serial numbers into all PO's issued for the lease of a MFD from the Ikon contract once the machine is delivered? –Comptroller indicates that each PO must be done at the beginning of each appropriate fiscal year. Update: The invoicing plan procedure issued with the contract and posted on the DGS website provides specific instructions on when the delivery box indicator is to be checked. The instructions indicate the box should only be checked on the Validity start date of the PO. This procedure was developed as a result of meetings with DGS, IES, Comptrollers & Treasury prior to implementing the invoicing plan functionality.

5 October 15th Meeting Update Agenda Item #2 Product Category Descriptions: Full product category descriptions are not visible in SRM/SAP and as a result the wrong categories are being selected. –The system will not stop a PO that has an incorrect product category –What is the reason behind needing a specific category –Is it because of reporting of usage in BW Update: –The product categories used by the Commonwealth are the United Nations Standard Products and Services Code® (UNSPSC ®) –If you are unable to find an appropriate code in the SRM or SAP systems or cannot see a full description you can search for codes on the UNSPSC website at –There are currently 20,000 +/- UNSPSC codes –Codes are 8 digits in length

6 October 15th Meeting Update Agenda Item #2 1.Go to the website: 2.Click on Search The Code 3.In the search field enter a description and click on search. Tip: The simpler the description you search by (i.e. paper) the more results you will return

7 October 15th Meeting Update Agenda Item #2 4.When your search results come up review the list for the most appropriate code and description.

8 October 15th Meeting Update Agenda Item #2 Future Code Changes –Number of codes increasing to 40,000+ –Proposed action –Going from 8 digit to 4 digit codes – Level 2: First 4 digits of 8 digit code – Descriptions will be broader, easier to identify – Going from 20,000+ to 6,458 codes Impact of Changes: –Existing codes will remain in the system –Existing codes will not be marked DNU (do not use) –Existing POs with old codes will not be affected (codes remain the same) –Will roll up punch-outs to new numbers (will not affect existing POs)

9 October 15th Meeting Update Agenda Item #3 Subscription definition: What is the definition of subscription? –Field Procurement Handbook does not include web- based subscriptions or software as a service –These items are being purchased as subscriptions –Should they be purchased through the ASAP contract Update: DGS Legal Counsel has drafted a new definition. The new language is currently being reviewed for approval.

10 October 15th Meeting Update Agenda Item #4 Contract Change Notices: –Why are communications regarding contract changes sent in multiple ways which are not consistent for every change? – s to PPC –Weekly contract change notifications –Posting to eMarketplace Update: –DGS policy is that the official contract change notices are posted to eMarketPlace –Weekly notice sent by Sue Plecker –High profile contracts or changes Special notice is sent –If a change notice was posted on the website and not included on the weekly Contract Change Notification it was an oversight

11 October 15th Meeting Update Agenda Item #5 Changing Sole Source Shopping Carts: Is there a way to allow shopping carts to be modified after they are fully approved? –Sole Source/Single Source – many times DGS wants changes made to the carts or additional documents attached. –Requires a whole new cart –Creates additional work –Increase the processing time waiting for new cart to be created and approved. Group Discussion

12 October 15th Meeting Update Agenda Item #5 Suggestions received during Sole Source group discussion: 1.Provide additional information to DGS via , not require a new shopping cart. 2.Procedure to be correct regarding budget requirements on sole sources. Procedure says budget only required on those over $100,000. DGS rejected one for not having budget, was under $100,000. Does this refer to the requirements regarding Cost or Pricing Data Certification Form? 3.Agency puts shopping cart on hold, notifies DGS of pending cart and DGS reviews held shopping cart prior to submitting for full approval. Agency purchasing office review the sole source cart prior to submitting for full approval. 4.IES Suggestion: Dont put the shopping cart on hold, placing it on hold will not ensure visibility of the status of the cart. Use DGS as an Ad-hoc approver (dependent on approver role). Use agency purchasing office as an Ad-hoc approver (dependent on approver role). 5.Update procedure to reflect the need for the agency to redistribute the shopping cart to DGS for processing.

13 Business Process Agenda Item #6 ERS How do we address voluntary price reductions from a supplier after an ERS PO has been issued? Answer: The agency purchaser must change the PO to the corrected price prior to entering the Goods Receipt. Since the invoice and payment process is done over night any price reduction received after the GR is entered would most likely require a reversal and/or credit memo. Update on Phase II of ERS Pilot: Go live Suppliers: Flor Dri Supply Co – Contract Calcium Chloride Greenwood Manufacturing – Contract Corrugated Cartons Larrys Lumber & Supply – Contract Rock Salt Bags 50 lbs

14 Business Process Agenda Item #7 Staples Punch-out Catalog

15 Business Process Agenda Item #7 Group Concerns: 1.Some agencies do not issue p-cards to field staff Probation & Parole: Orders given to procurement staff and procurement staff places the orders Revenue: Requisitioners do shopping carts for office supplies and the purchasing office places the orders. 2.Items 1, 5 & 6 on the spreadsheet Many agencies concur there is great concern with losing this functionality Going to the punch-out offers nothing in place of lost functionality 3.DOT really likes the order status functionality. Enables field staff to see the status of their orders 4.Order acknowledgement functionality is available through SRM. IES can look into enabling order acknowledgement Agencies feel this would be helpful for other punch-outs, i.e. Grainger. 5.DGS policy on using current punch-outs vs. supplier website Can agencies still get user IDs to use the supplier website instead of using the punch-out? Outcome: Based on the data gathered and the feedback from the group the decision has been made not to pursue a punch-out with Staples.

16 Financial Transformation Project Recommendation Agenda Item #8 Shopping Cart Approval Requirement: Fiscal approval regardless of dollar value –Excludes internal warehouse orders Options discussed: –Create special role for Agency Fiscal or –Allow agencies to work within existing

17 Financial Transformation Project Recommendation Agenda Item #8 Decision: Work within existing based on analysis Communication: September - Agency project managers October - Procurement Policy Council December – Procurement Connection Ongoing - Meet as needed Must be implemented before May 2009

18 Financial Transformation Project Recommendation Agenda Item #8 Types of changes required: 1.Role mapping changes – work with Agency HR Office following procedure for role assignments 2.Level and Threshold Changes – Change Form due back to IES by January 7, 2009 Jennifer Duvall - IES will meet with agencies as needed - - Must be implemented by May

19 Extension of Closed Solicitations Agenda Item #9 Question: Could it be possible to extend a closed solicitation when no bids were received. At this time our understanding is you need to create a new solicitation to open it back up for bidders. Answer: As long as no bids have been received the bid should be available to recycle - certain updates must be made to the start date, end date, and delivery date if the delivery date is earlier than the new bid start date. If the bid is too far in the past, and system changes have been made (such as validations or required fields), the bid may not be good. Update: This functionality was tried in the test environment and it worked. It was not tried in Production. If an agency tries to do this and cannot, please provide example (solicitation #) to Patti Chapman and she will look into the capability. Concern: When reissuing the bid using the same bid number will this cause an issue/problem on the STD-179, Request to Advertise? Answer: You cannot use the same number unless it is followed by rebid or re-issued or something similar. The entered information goes to archive and it will tell them the number already exists if a suffix isnt added.

20 New BI Reports Agenda Item #10 New Procurement Reporting Target –Includes PO Detail Replacement of Existing Reports –Review usage statistics –Known change requests Reporting Role Consolidation –Procurement Reporting (YMW:SRM)

21 New BI Reports Agenda Item #10 We chose the workbooks that we would recreate based upon usage statistics in 2008:

22 New BI Reports Agenda Item #10 Currently when you look for a report you have the option to search in any one of the following roles: –Material / Service –Purchase Orders –SRM Reporting –Sourcing –Vendor As of December 15 th you will have only one role available that contains all of the procurement reports: –Procurement Reporting (with subfolders for specific kinds of reports) ~ Global Spend~ Shopping Carts ~ Purchase Orders~ Contract ~ Document History~ Goods Receipts

23 New BI Reports Agenda Item #10 Existing Role: Purchase Orders Existing WorkbookNew Workbook PO Quantities Analysis PO Overview Quantity and Value of Emergency Purchases PO Overview PO Values by Geographic Area PO – FY Comparison STO Values STO Overview PO Summary by Business Area PO Overview Purchasing Group Analysis – Volume PO Overview Purchasing Group Analysis – Values PO Overview Purchasing Group Emergency Purchases % of Total PO Overview

24 New BI Reports Agenda Item #10 Existing Role: Purchase Orders Existing WorkbookNew Workbook Contract Purchasing Group Monitoring Same workbook and query will be used Pareto Analysis by PO Volume (80/20 Rule) Same workbook and query will be used Maverick Buying Analysis Same workbook and query will be used

25 New BI Reports Agenda Item #10 Existing Role: Material / Service Existing WorkbookNew Workbook Percent of Quantity Delivered Delivery Overview Percent of On-Time Deliveries Delivery Overview Receiving Report -- % of Received Qty PO Overview or Consumption Reports Delivery Quantity Analysis Delivery Overview Material Ordered 12 Month Compare PO – CY Comparison Delivery Days Analysis Delivery Overview Over Delivery Delivery Overview Daily Consumption Report Same workbook and query will be used. Consumption Report Same workbook and query will be used.

26 New BI Reports Agenda Item #10 Existing Role: Vendor Existing WorkbookNew Workbook Percent of Quantity Delivered Delivery Overview Percent of On-Time Deliveries Delivery Overview

27 New BI Reports Agenda Item #10 Existing Role: Sourcing Existing WorkbookNew Workbook Contract Usage by Grouped Amounts Contract Usage Report Contract Usage by Grouped Amounts PO Against Contracts Maverick Spend Number and Value of PO Items for Statewide Contracts Contract Type Report Number and Value of PO Items for Agency Contracts Contract Type Report Number and Value of PO Items for Contract Types Contract Type Report RFQ Analysis Future Addition Purchasing Group Activities by Contracts PO Overview

28 New BI Reports Agenda Item #10 Existing Role: Sourcing Existing WorkbookNew Workbook Contract Purchasing Compare with Detail Same workbook and query will be used Contract List with Validity Dates Same workbook and query will be used

29 New BI Reports Agenda Item #10 Existing Role: SRM Reporting Existing WorkbookNew Workbook Top 25 Suppliers & Categories Same workbook and query will be used Invoice Values Same workbook and query will be used Global Spend Document Level Details Same workbook and query will be used SRM PO Status Same workbook and query will be used SRM PO Overview Same workbook and query will be used Document Flow: Shopping Cart to PO Same workbook and query will be used GR Report (Non-Inventory) Same workbook and query will be used Daily Receipts and Issues (Inventory) Same workbook and query will be used

30 New BI Reports Agenda Item #10 Existing Role: SRM Reporting Existing WorkbookNew Workbook Daily GR Report (Non-Inventory) Same workbook and query will be used Movements Detail Same workbook and query will be used Shopping Carts Still to be Approved Same workbook and query will be used Overview of Shopping Cart Approvals Same workbook and query will be used Shopping Cart Status Same workbook and query will be used Shopping Cart Overview Same workbook and query will be used Shopping Carts without Follow-On Documents Same workbook and query will be used Contracts by Vendor Same workbook and query will be used

31 New BI Reports Agenda Item #10 Existing Role: SRM Reporting Existing WorkbookNew Workbook Contracts per Purchasing Org / Purchasing Group Same workbook and query will be used Expiring Contracts Same workbook and query will be used

32 New BI Reports Agenda Item #10 User Impact: –All users with items saved as FAVORITES will have to delete and recreate those favorites based upon the new workbooks, as will users with shared templates. –Users will only have one role mapped to them instead of many for procurement reporting. The technical name of that role is YMW:SRM, but it will be described as Procurement Reporting in the BEx Browser. –The user will be able to drill to detail (for example: PO Number, PO Item Number) on the workbook without having to jump to another query. –Less confusion on which workbook will provide the answer you are looking for. The new workbooks have less restrictions which gives the users more flexibility.

33 New BI Reports Agenda Item #10 DEMO

34 New BI Reports Agenda Item #10 Training –The DGS Training Team is in the process of developing training classes on the new BI Reports –Classes will be available late January or early February –Sign up will be via eLMS –Watch for s from the Training Section on available dates

35 Technical – SRM/SAP System Agenda Item #11 Impact of use of Describe requirements on punch-outs: If a punch-out catalog exists in SRM –Agencies must use the punch-out when creating shopping carts –Do not use Describe Requirement Impact –Breaks the process –Could delay order by not entering the correct data –Could be passing junk or obsolete data to the supplier –Could cause the supplier to submit incorrect invoices –Proper contract pricing may not be used –Requires manual intervention into the process Exceptions –If a punch-out is not functioning properly and you are directed by DGS to use Describe Requirement –If unsure contact DGS Commodity Specialist Update: ePlus is not an exception, do not use Describe Requirement to order items from them. We will show an ePlus webcast during the February 4 th meeting to provide agencies with instruction on how to navigate their punch-out site, create orders, check order status, obtain quotes, get copies of invoices and run reports.

36 Legal Agenda Item #12 Updates to RFP Template Part I, Section I-12 Proposals: Removed sentence referring to Section 106 of the Procurement Code Part I, Section I-13 Disadvantaged Business Information: Updated the phone and fax numbers and added website for BMWBO; Revised the sentence regarding database. Part I, Section I-19 Proposal Content: Language in section replaced in its entirety to address confidential information, Commonwealth use and public disclosure in light of new Right to Know Law.

37 Legal Agenda Item #12 Updates to RFP Template Continued: Part II, Section II-9a (iv) Disadvantaged Business Submittal: The number of DB submittal copies was changed to two (2). Part III, Section III-4 Criteria for Selection: Added language regarding the 70% Rule for technical proposals to receive further consideration. Added language to disclose the weights for scoring. Revised the Domestic Workforce Utilization (DWFU) section. Part IV, Section IV-6 Contract Requirements: Added through any renewal or extension of the contract to the first sentence of second paragraph. Appendix B: Updated the DWFU Certification Form

38 eMarketplace Updates Agenda Item #13 Procedure for Simplifying Contract Search in eMarketplace Has been added to Tips & Tricks under the Help section on eMarketplace

39 eMarketplace Updates Agenda Item #13

40 eMarketplace Updates Agenda Item #13 A list of all contracts will display by Parent Number, Description, and Ending Date. You can sort by any of these fields by selecting the word at the top of the column. You can search for your contracts here, or Export to Excel for easier sorting and searching capabilities.

41 eMarketplace Updates Agenda Item #13 Contracts fitting your criteria will be highlighted on the spreadsheet as shown below. To view the vendors contracts for that parent contract, select the highlighted numbers under the Parent column.

42 eMarketplace Updates Agenda Item #13 This will take you back into eMarketplace and display a list of contracts that belong to the Parent contract you selected.

43 eMarketplace Updates Agenda Item #13 Tabulation & Award Information Agencies may elect to post solicitation tabulations & award information to eMarketplace –New section to be added to eMarketplace –Instructions will be sent via to the PPC and all registered users on eMarketplace –Instructions on how to upload these documents on eMarketplace will be added to the EUP created by the Training Section & the Help section on eMarketplace

44 eMarketplace Updates Agenda Item #13 Solicitation Tabulations – Required information for input

45 eMarketplace Updates Agenda Item #13 Awards – Required information for input

46 APPENDIX

47 BOP Conference Room Changes BOP Conference Room # Changes Effective December 22, 2008 Sequential numbering –Large conference room # 1 Currently # 9 –Remaining conference rooms will be numbered in a counter- clockwise fashion –End at conference room # 8 (currently # 4)

48 Document Builder Survey The Department of General Services, Bureau of Procurement (BOP) is conducting a Document Builder Survey. The intent of this survey is to identify the following: –The extent to which Document Builder is being utilized –Which Document Types are being utilized in Document Builder –The obstacles encountered when using Document Builder –If applicable, the reasons for not using Document Builder The survey consists of six brief questions. We encourage you to participate in this survey so that we may identify opportunities for improvement. The survey will be available from December 3, 2008 through December 18, To participate in the survey please click on this link:

49 Document Builder: RFPs Agencies are no longer required to use Document Builder for RFPs –Document Builder must be updated Recent changes to RFP template Agencies are to continue using Document Builder for IFBs

50 Closing Questions? Thank you