Procurement Forum February 9, 2012

Objectives Provide a forum for learning and knowledge sharing Increase interaction between OSP & the agencies Improve AASIS usage Reduce work steps/effort Reduce paper Improve compliance Did you notice our title for the 2012 Monthly Procurement Forums? Leadership for the 21st Century: Chaos, Conflict & Courage Why are we having these? OSP’s Business Process Update with Consultants Eliminate or reduce processes that are either manual, paper based, redundant, or increase risk Increase the adoption of AASIS & intended processes Create new processes that allow OSP to add more value for the agencies 2012 Procurement Users Meeting Goals: Provide a forum for learning and knowledge sharing Increase interaction between OSP & the agencies Improve AASIS usage Reduce work steps/effort Reduce paper Improve compliance FORMAT – 1st half -general procurement information; 2nd half –technical demos (AASIS, imaging, etc.) or agency best practice demos

SP-10-0111 Lawn Care Equipment To listen to all OSP Informational Podcasts, go to www.arkansas.gov/dfa/procurement and click on Buy Wise Podcasts.

State Contracts In the search bar on the right, above the word “Buyer” type in the word “lawn”.

Arkansas’s Business Emergency Listing (ABEL)

http://www.dfa.arkansas.gov/offices/procurement/Pages/default.aspx

A sourcing tool for use during emergencies What is ABEL? A sourcing tool for use during emergencies

Vendors willing to provide services during an Emergency Activation Period Primary & Secondary Contact Information (Phone, Cell #, Fax, Email, etc.) Business Location Available Commodities/Services Regions of State Service can be provided How quickly services can be provided Business License # Insurance Carrier Federal ID AASIS Vendor # Minority Business Certification Number

Does Not Guarantee a Contract “Providing an emergency listing of your business commodity does not establish a contract for purchasing through the State of Arkansas. This listing is a reference to pull immediate and necessary items required when operating on a daily regular purchasing requirement basis.”

Who Can Access The Information? Arkansas Department of Emergency Management Office of State Procurement Judy Shirley judy.shirley@dfa.arkanas.gov Kelley Kelley kelley.kelley@dfa.arkansas.gov

Can you have access? YES. You CAN have copies of reports NO. You CANNOT have access to the database.

How can you help? This will be a great sourcing and reference tool, so please encourage your vendors to complete the registration form for ABEL.

Transparency Contract Cleanup: Contract validity date Contract total amounts Contract header values (PCS) Contract line item values Material group assignments Contract or PO must reflect output Material numbers Validity dates should reflect actual contract term Estimated or known total amount of contract Target value must be entered on PCS contracts Estimated or known values for each item. If you do not use a material number you must enter a material group. Do not trial print. The latest version will only be shown on the Transparency Website if locked down by regular print command. Choose correct material number to reflect what is procured

AASIS Information Tying purchase orders to outline agreements

Creating a Purchase Order Referencing Another Document ME21N – Create Purchase Order

Creating a Purchase Order Referencing Another Document Click Document Overview

Creating a Purchase Order Referencing Another Document Select the type of document you wish to reference. Select Contracts for Agency Outline Agreements or State Contracts

Creating a Purchase Order Referencing Another Document 2. Click Execute 1. Enter document number you wish to reference

Creating a Purchase Order Referencing Another Document 2. Click Adopt icon or drag & drop into the shopping cart Select the item(s) you wish to include in your purchase order

Creating a Purchase Order Referencing Another Document **If State Contract ** Go to the communication tab Type in the state contract number in the Your Reference field

Creating a Purchase Order Referencing Another Document Enter Account Assignment Category

Creating a Purchase Order Referencing Another Document Enter Account Assignment Category

Creating a Purchase Order Referencing Another Document Repeat process for each line item. 2. Click YES to have all items delivered to the same address. Enter the Delivery Address code for the address for goods delivery. Please Note: All State Contracts will have this delivery address

Creating a Purchase Order Referencing Another Document Click Check icon to verify no errors exist.

Creating a Purchase Order Referencing Another Document 1. Click Save icon Purchase Order Number

Various ways to send purchase orders or outline agreements from AASIS Transaction ME9F – print/reprint, fax, and email purchase orders Transaction ME9K – print/reprint, fax, and email outline agreements

<Type ME9F in the command field. Enter Print Purchase Order <Type ME9F in the command field. Enter

1. Enter the purchase order number. Print Purchase Order 1. Enter the purchase order number. 2. Leave the processing status at “0” if you are printing for the first time. 3. Execute

Print Purchase Order 4. Click in the box to select the line. 5. (Optional) Click the Display Message button to print preview the purchase order. 6. Do not use the Trial Printout button.

7. (Optional) Click the Message Details button. Print Purchase Order 7. (Optional) Click the Message Details button.

Print Purchase Order 9. (Optional) Click the Communication method button. 8. Print output defaults in the Medium field. Leave as is.

Print Purchase Order 10. Check your printer. It is best to use a network printer. Network printers are set up by ASC personnel. Call the help desk and they will see that you are contacted by the appropriate person. 11. Click the green arrow back button twice to return to the Message Output screen.

Print Purchase Order 12. Click in the box to select the line. 13. Click the Output Message button to print the purchase order.

Print Purchase Order 14. You will receive this message if you have an authorized signature scanned into AASIS. Click the Yes button to add a signature to the purchase order. If you want to add a signature to AASIS call the help desk @ 683-2255 and they will connect you to the right person.

Print Purchase Order 15. You will receive this message if you have documents attached to the purchase order. Click the Yes button to print the attachments.

Click enter to print the purchase order and the selected document(s). Print Purchase Order 15. For each document you wish to print, click in the box to the left of the document. Click enter to print the purchase order and the selected document(s).

Print Purchase Order 16. A green check indicates that the purchase order successfully printed.

Reprint Purchase Order <Type ME9F in the command field. Enter

Reprint Purchase Order 2. Change the processing status to “1” to print a purchase order for the second time. 1. Enter the purchase order number of the document that you wish to reprint. 3. Execute

Reprint Purchase Order 5. Click the Message Details button. 4. Click the box to select the line.

Reprint Purchase Order 7. Click the Repeat output button. 6. Select the line.

Reprint Purchase Order 8. Click the Save button to save the unprocessed (yellow status) line.

Reprint Purchase Order 10. Green arrow back to continue. 9. You will receive a message that the messages saved.

Reprint Purchase Order 11. Reenter the purchase order number. 12. Leave the Processing Status at “0” 13. Execute

Reprint Purchase Order 15. Click the Output Message button to print the purchase order. 14. Click the box to select the line.

Reprint Purchase Order 16. Click the Yes button to include the authorized signature on the purchase order.

Reprint Purchase Order 17. Click the Yes button to include any attachments

Reprint Purchase Order 18. For each document you wish to print, click the box to the left of the document. Click enter to print the purchase order and the selected document(s).

Reprint Purchase Order 19. A green check indicates that the purchase order successfully printed.

Emailing a Purchase Order <Type ME9F in the command field. Enter

Emailing a Purchase Order 1. Enter the purchase order number in the document number field. 2. Leave “0” in the Processing Status field for first time processing. 3. Execute

Emailing a Purchase Order 4. As with printing the purchase order you can click the box to select the line. (Optional) Click the Display Message to print preview the document. 5. Click on the Message Details button to continue.

Emailing a Purchase Order 6. Change the Medium to External send to email the purchase order. 7. Save your change.

Emailing a Purchase Order 9. Click the box to select. Click the Output Message button. 8. You will receive a message “Messages saved.”

Emailing a Purchase Order 10. Click the Yes button to include any attachments.

Emailing a Purchase Order 11. Click the box to select the documents to include in the email and press enter.

Emailing a Purchase Order 12. Click the Yes button to include the authorized signature.

Emailing a Purchase Order 13. The vendor’s email address defaults from the vendor master record.

Emailing a Purchase Order 14. You can change the email address. For example you can mail it to yourself, add a message to the email and send it on to the vendor. Press enter.

Emailing a Purchase Order 15. The green checkmark shows the status as emailed successfully. 16. You will receive a message at the bottom of your screen.

Faxing a Purchase Order <Type ME9F in the command field. Enter

Faxing a Purchase Order 1. Enter the purchase order number in the document number field. 2. Leave “0” in the Processing Status field for first time processing. 3. Execute

Faxing a Purchase Order 4. Click the box to select the line and click the Message Details button.

Faxing a Purchase Order 5. Change the Medium to Fax.

Faxing a Purchase Order 6. Click the gray box to select the line and click the Communication method button.

Faxing a Purchase Order 9. Select “Release after output” and “Print immediately.” Enter or click the Copy button to continue. 8. From the Requested Status field and the Status By Mail field select “Always” from the dropdown menus. 7. Type the fax number in the fax number field.

Faxing a Purchase Order 10. Click the Save button.

Faxing a Purchase Order 11. You will receive a message that your messages saved 12. Select the line and click the Output Message button.

Faxing a Purchase Order 12. Verify the fax number. Enter.

Faxing a Purchase Order 13. Click “Yes” to fax any attachments to the purchase order.

Faxing a Purchase Order 14. Select the attachments to fax. Enter

Faxing a Purchase Order 15. Click Yes to include the authorized signature. Enter

Faxing a Purchase Order As an AASIS user, you have been given access to transaction code SOSB in AASIS (Transmission Requests). This transaction allows you to see all of your successful and unsuccessful AASIS transmissions. 16. You will receive a green checkmark if the fax was sent successfully. A red “X” means that the fax did not process correctly.

Viewing Your AASIS Transmissions < Enter transaction SOSB in the Command field.

Viewing Your AASIS Transmissions <1.Enter the send date or date range in the Send date fields. Click on the Send status tab.

Viewing Your AASIS Transmissions 2. To view all transmission options, click all four boxes: Waiting, Errors, Sent, and Transmitted. Click the Execute button.

The results are displayed: The red “bomb” in the Status column indicates the transmission failed (errors) The green box indicates it transmitted successfully A yellow triangle indicates it is waiting for communications service A gray diamond means it was sent to the communications system but hasn’t finished transmitting Click the Refresh button to view the up-to-the minute data.

Viewing Your AASIS Transmissions 3.To view the status description of each line item, click the Status text button.

Viewing Your AASIS Transmissions 4.The Status txt column listing the description of the status is added.

Viewing Your AASIS Transmissions 5. To view the details of a transaction, first click the box to the left of the line to highlight it, and then click the Details button.

Viewing Your AASIS Transmissions 7. Enter to continue. 6. The details of the transaction is displayed.

To Re-Send a Document 8. Click the box to the left of the line to select it, and then click the Repeat Send button.

To Re-Send a Document 9. At the Repeat send screen, click the radio button to the left of “Change recipients before sending.” Enter to continue.

To Re-Send a Document 10.To change the fax number, make changes to the recipient fax number; the number should be preceded by the US indicator. Click the Expr. Mail checkbox. Enter, then click the send button.

To Re-Send a Document 11.You should receive a message in the status bar saying the document was sent. NOTE: Fax transmissions may take several minutes to complete, depending upon the communication line activity levels and the document size.

Procurement Simplification Project

Procurement Simplification Project We recognize that the Purchase Requisition and Purchase Order transactions are difficult. Due to the Arkansas Transparency Project (Act 303 of 2011), you will be required to use these transactions. We are creating a simplified versions of the Purchase Requisition (ME51N) and Purchase Order (ME21N).

Our approach The current PR and PO are complicated transactions that take a lot of time. Sometimes, like using the IRS 1040 tax forms, it is necessary to take the time and use the more complicated forms. Complicated purchases will require the more complicated features in AASIS.

This means that the old way isn’t going anywhere! But …..

The majority of our purchases are routine and not overly complicated. Our approach The majority of our purchases are routine and not overly complicated. Just like the IRS created the 1040-EZ form as an option, we are creating simple versions of the PR and PO.

Our approach You will have one button to choose whether to use current version or the simplified version:

Simplified PR Highlights If you have customized this table, your choices will default You must choose or create a valid Delivery Address

Simplified PR Highlights Simplified Tab View displays information from Valuation Tab and Delivery Address Tab on one screen. Account Assignment Codes are selected by push buttons. Screen elements from Delivery Address tab

Simplified PR Highlights New Descriptions displayed for the following fields: G/L Account Cost Center WBS Element

Simplified PO Highlights Simplified Tab View displays Organizational Data, Vendor Address, Partner, Additional Data, and Delivery/Invoice

Simplified PO Highlights ‘Our Reference’ Field available by look-up button… …or manually enter the data and receive an appropriate error message.

Simplified PO Highlights Notice the Button which will give you full descriptions of each Reference Value

Simplified PO Highlights Minority purchases can be documented with one click.

Simplified PO Highlights The Item Detail tab is simplified, giving a consistent look and feel to the Item Detail tab on the Simplified PR.

Simplified PO Highlights Added New Description for the following fields: G/L Account Cost Center WBS Element

How did we get here? We studied the existing ME21N and ME51N to determine: Current errors Excessive mouse clicks Usage patterns We engaged with OSP and several representative user agencies for advice.

What’s next? We will complete design by end of March New functionality will be thoroughly tested New screens will be added to existing training ‘What Changed’ training will be offered to seasoned users The screens will be deployed on a rolling basis (The agencies that assisted with design will get to start first) You will have the choice to use the new style or the old style.

Question and Answer

Next Meeting Thursday, March 8 10 – 11:30 ASP