Creating and Establishing PD² Procurement Profiles SPS Spotlight Series December 2013

Overview Proc Profile Task Adding New Procurement Profiles NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November 2015.  Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at sps.helpdesk@caci.com. Overview Proc Profile Task Adding New Procurement Profiles

Proc Profile Task A procurement profile defines the procurement related information about a user, including: Address and contact information Assigned DoDAANs Warrants Certifications Expertise

Proc Profile Task The User Procurement Profile task is different from the User task, which contains specific system information about the user. The Proc Profile contains information automatically retrieved by documents, supports the release of awards and modifications using a warrant, and defines certifications and areas of expertise for workload assignments. New users must be set up in the User task before completing the Proc Profile task.

Adding New Procurement Profile Scenario The site has a new PD² user Aalasia M. Williams. She needs her procurement profile added into PD². Your task is to add the procurement profile into PD².

Adding New Procurement Profile Open System Administration and select Proc Profile. The Proc Profile task only lists users that have established profiles in PD². Ms. Williams’ User Id will not appear at this time. Click [New] to add her profile.

Adding New Procurement Profile A blank User tab opens. Click the User drop-down.

Adding New Procurement Profile From the User drop-down, select the target user. In this scenario, Willams, Aalasia M. will be selected. Note: Users are listed by name vs. user IDs.

Adding New Procurement Profile After selecting the user, click [Add] in the Address section and search for the appropriate organization and address. Highlight the address and click [Select]. The Address field is mandatory. By entering data in this field you establish the user as a contact in the system. This makes the user 's name available as a contact for the selected organization when documents are created on the Desktop.

Adding New Procurement Profile The Address Layout Details window displays. From the Layout Name drop-down, select the appropriate layout. Click [OK].

Adding New Procurement Profile It is highly recommended that you complete the remaining highlighted sections. Click [Select DoDAAN] (highlighted in green). If appropriate, both an ACO code and PCO code can be selected for a user.

Adding New Procurement Profile When the SA enters the DoDAAC into the DoDAAN field the system automatically populates the Organization Name field based on the DoDAAC entered. The Organization Name field cannot be entered manually. Note: When the System Administrator enters the DoDAAC into the DoDAAN field the system automatically populates the Organization Name field based on the DoDAAC entered. The Organization Name field cannot be entered manually. Note: The DoDAAN and Call/Order Code fields are required and must have unique values. The entered DoDAAN must conform to DFARS 204.70.

Adding New Procurement Profile From the Available DoDAANs section, highlight the appropriate information then click the “right pointing” arrow. Note: When the System Administrator enters the DoDAAC into the DoDAAN field the system automatically populates the Organization Name field based on the DoDAAC entered. The Organization Name field cannot be entered manually. Note: The DoDAAN and Call/Order Code fields are required and must have unique values. The entered DoDAAN must conform to DFARS 204.70.

Adding New Procurement Profile The information moves to the Selected DoDAANs section and marked as the default. Repeat the process for any additional DoDAANs assigned to this user. Click [OK]. It is not required that a Default check box be selected in the Selected DoDAANs panel. However, a message box will display if you click [OK] on the Assign DoDAAN to User panel without selecting a default. To assign more than one DoDAAN to a user, repeat the steps above, as appropriate.

Adding New Procurement Profile Click the [Signature] button to import a user’s signature, if appropriate.

Adding New Procurement Profile From the Signature Bitmap window, you can import and delete a user’s bitmap signature. A user’s signature cannot be edited in PD². Edits must be performed outside of PD² and then imported into PD². From the Signature Bitmap window, you can import and delete a user’s bitmap signature. A user’s signature cannot be edited in PD². Edits must be performed outside of PD² and then imported into PD². Note: It is recommended that the signature bitmap be 1.55 inches (~150 pixels) wide and .25 inches (~25 pixels) tall and 16-bit or Monochrome format. Click the [Import] button. (The Open window displays.) Locate the file and click the [Open] button. (The signature displays in the Signature Bitmap window.) Click [OK].

Adding New Procurement Profile The User tab is completed. Click the Warrant tab.

Adding New Procurement Profile On the Warrant tab, enter or select the appropriate information if this user has warrant authority. Note: The warrant dollar limits are setup via the Warrant task. Click the Certifications tab. Once you have selected a warrant, the remaining fields in the window become activated and data must be entered.

Adding New Procurement Profile On the Certifications tab, add the appropriate FSC, SIC, WSC or Program Codes for this user. From the View section, select the appropriate radio button then click [Add]. This is optional. Click the Areas of Expertise tab.

Adding New Procurement Profile This is optional. Move the appropriate areas of expertise from the Available Areas section to the Selected Areas section. Click [OK].

Adding New Procurement Profile Ms. Williams’ procurement profile has been added and her name now appears in the list.