1. Procurement Forum
October 16, 2012

2. Electronic signatures
Arkansas Department of Human Services
Ray Stafford
Electronic signatures

3. Requirements
Adobe forms, utilizing electronic signatures, must be created using Adobe Pro. Adobe Pro is the program that will allow approval of reader rights to the signature fields
Adobe Form Creation
Assign Reader Rights to the Form
Currently used at DHS for:
PCS Contracts
Leave slips
Time sheets

4. The end user sets up a signing certificate on his/her computer.
End user can sign using the signing certificate, which is protected by the user’s logon password or by a password for the signing certificate itself.
Signed documents can be ed back to the sender or to an additional person for another signature.

5. Adobe Forms Creation
Adobe electronic forms can be completed and signed using Adobe Reader, if Adobe reader rights are enabled.
Adobe forms use “Reader Rights” to allow completion, signing and saving of Adobe documents.
An Adobe form, without reader rights enabled, can only be completed and printed. The form data cannot be saved.

6. Electronic Form Creation
Using Adobe Pro, you can convert other document formats into an adobe electronic format and can enable signature fields
Once converted to Adobe, the form wording cannot be adjusted so care should be taken to word the form correctly while it is still in the original format.

7. Fields can be placed and adjusted in Adobe, including fonts, read only and fields with default information
Using the same field in different places allows the end user to complete all the fields with the same information at once. For instance, if you need to complete the same information on pages 1,3 and 8 of a form, the same field can be placed in those locations. When you complete the field on page 1, it appears in all 3 places.

8. Once completed and saved, the form can be given “Reader Rights”, which allows anyone with the “free” reader to complete the form, sign it and save it.

9. Signing a form
When an Adobe form has been saved and given reader rights, it can be ed to the provider. The provider can sign it and send it back electronically, if the provider has the free Adobe Reader software.

10. Prior to signing a document, a signing certificate must be set up on the user’s computer and is usually protected by the user logon and password or by a password attached to the signature certificate. This verifies that the signature is valid, and created from the end user’s computer and is much more secure than a handwritten signature where you wouldn’t know who signed the document. Once the signature certificate is set up on the end user’s computer, they can sign any document that has a signature field.

11. If the provider has Adobe Reader, they can sign and save the form and email it back to the agency.

12. Other Adobe Features
Adobe Reader (free), Standard and Adobe Pro versions are available from Adobe.
Adobe Reader, Standard and Adobe Pro allow you to create, complete and Save documents
Both Adobe Standard and Adobe Pro allow you to “place a signature” on any PDF type document.

13. Both of these software packages can create forms and issue reader rights
Adobe Pro only can give signature rights to signature fields.
When loaded, both packages also load an Adobe Printer.
The adobe printer converts or other documents and saves them as electronic files in PDF. This creates an image of the document. Choose this printer as you would any other printer.

14. Select 2 or more documents and create a single document: Combines all the documents into a single document.
Select 2 or more documents and create a portfolio: Combines all the documents into one document but keeps them as separate files and can maintain the original formats.

21. Arkansas Procurement Rules Revisions Update
Received a favorable review by the Administrative Rules & Regulations Subcommittee of the Arkansas Legislative Council
New rules will be effective November 15, and published on the OSP Website under Guidelines

22. Large file attachments in AASIS
The capability to attach large files to a document in AASIS will be available around November 1, 2012
This is now available in AASIS production. If you have any problems please call Theodore James at AASIS

23. Facebook OSP is now communicating to the Vendor Community via Facebook
Help us spread the word to your suppliers
Click “Like” on Facebook – Arkansas Office of State Procurement
Notifications of new solicitations, amendments, cancellations
Inclement weather
FaceBook Name: Arkansas Office of State Procurement
If you see two, click on the one with the picture/graphic.

24. Upcoming!!!! Five on-line PO Courses Purchase Order Process Overview
Create Purchase Order Standard
Purchase Order Revise and Customize
Purchase Order Reconciliation and Reporting
Create Purchase Order Simplified
All modules will be available to end users at their workstation (on the State Network).  Each one has a matching certification activity (exam).
ASC will continue to offer the instructor-led Purchase Order course at the ASC Training Center. 

25. Gui XT – The Easy Screen How’s it working since implementation?
Problems?
Questions?
Enhancements?
OSP will develop a survey & post on eNews.

26. Next Meeting January 10, 2013 10 – 11:30
There will not be meetings in Nov & Dec 2012
10 – 11:30
University of Arkansas Cooperative Extension Auditorium
2301 South University Avenue
Little Rock