Procurement Forum May 15, 2012

Follow up items from last month AASIS Task List OSP Task List

AASIS Task List Decimal places where they can enter more than two (2) DBA vendor name on warrants - The DBA vendor name will begin appearing on the warrant before fiscal year end. Line 1 from the vendor master record (Taxpayer Name from the W-9) will appear AND Line 3 from the vendor master record (Business Name from the W-9).  Lines 1 AND 3 from the vendor master record print on every warrant. Decimal places – AASIS staff is researching how to accomplish this but will not be reviewed in depth until after 7/1 – Transparency Website Deployment. DBA vendor name on warrants - The DBA vendor name will begin appearing on the warrant before fiscal year end. Line 1 from the vendor master record (Taxpayer Name from the W-9) will appear AND Line 3 from the vendor master record (Business Name from the W-9).  Lines 1 AND 3 from the vendor master record print on every warrant.

OSP Task List Establishment of contracts for FY13 Review potential of new contracts: Electronics – Best Buy Trash service Pest Control Shredding Services Fire Extinguisher Maintenance Plumbing, electrical, HVAC services If there is something that an agency would like to on a statewide contract, please let OSP know and it will be researched.

Navigating Reports in US Bank

Reports on Specific Vendors Click on Reporting

Click on Financial Management

Click on Transaction Detail Reports in US Bank Click on Transaction Detail

Choose the date range you need to look at

Click box Display Transaction Comments and Display Allocation Detail Click Merchant Names Then Type in the Vendor name Click on the Add>> icon If you have multiple vendors , type in a another name and click on the Add>> icon Reports can be ran in multi ways (this example is by the individual merchant. You can also run a monthly transaction reports.

Reports out can be displayed in PDF; Excel ; Browser Click on Run Report

Transaction Report in Excel You can save the excel report and sort by Merchant/

Declined Transaction Report

Click on Program Management Click on Reporting Click on Program Management

Click on down arrow choose excel Click on Run Report Icon Report Output Click on down arrow choose excel Click on Run Report Icon

This is what your decline report will look like This is what your decline report will look like. This report can be used to monitor activity daily.

State Credit Card Contact Email : creditcards@dfa.arkansas.gov All credit card requests:            Indicate in the subject line your request (example: MCC open)  Close accounts Open or Close MCCs Increase/decrease credit limits Applications – (travel & p-card) Reviewer application forms Changes to account (i.e. dept code, division, name changes) Download corrections Account payment issues (suspension, past dues, misapplied payments, missing payments) New managing accounts Include in your email – The name of the cardholder and the last 10 digits of the cardholders account and the complete detail of the request.

Upcoming Contracts Paint First Aid Kits Portable Toilet Rentals Protective Vests Linens (sheets & towels) Heavy Equipment – Kubota & Caterpillar Podcast listed on the OSP Website > Buy Wise Podcasts

More…. Millican Carpet Lowes Napa, Autozone, O’Reilly Applied MSC School Buses Bulk Fuel

AASIS Info

The Easy Screen Training Will be a webinar Approximately 3 hours in length Can begin using as soon as you are trained; do not have to wait until 7/1/12 Easy Screen -Testers have been using it in production

Date Agency 5/22-24 (6 time slots) State Police, AETN, ADEQ, Agriculture, ADEM, DWS 5/30/12 Train the Trainer – DFA, DIS, Parks & Tourism, Health, Career Ed/Rehab, DCC, ADC, DHS 6/4/12 DFA, DIS, ARTRS, APERS, PSC, School for the Deaf, Education, School for the Blind, Career Ed, State Library, Riverside Vo-Tech, ADHE, Crowley’s Ridge Tech, Northwest Tech 6/11/12 Parks & Tourism, Health, Dept. of Heritage, AEDC, Veteran Affairs, Natural & Cultural Resources 6/18/12 AR Rehab Services, DCC, ADC, State Bank Dept, Treasurer of State, Workers Comp, Leg Audit, Insurance Dept, ABA, Game & Fish, Science & Technology, State Crime Lab, Securities Dept., ACIC, Development Finance Authority, Real Estate Commission , BLR, Office of the Courts, Governor’s Mansion, Attorney General, Board of Pharmacy, Geological Commission, Natural Resources Commission, Senate, Spinal Cord Commission, Commission on Law Enforcement, House of Representatives, Governor’s Office, Supreme Court, Court of Appeals, Dept. of Labor, Disability Determination, Prosecutor Coordinator, Bd. Of Licensure for PE & Land Surveyors, Bd. For Registration of Prof. Geologists, Medical Board, Military Dept. 6/25/12 DHS

Transparency Contracts for Leases Lease Contracts – we are recommending that you do not enter these until you receive full step by step instructions that are being developed. The ABA Property lease code is in now in production and instructions will be posted the week of May 29th. -ABA Property Leases There is a new procurement code (PL) Each Agency should create their own Outline Agreement for the term of the lease Attach a copy of the “Lease” to the OA Create PO’s for each fiscal year, adopted from the OA Enter a goods receipt & invoices, referencing the PO to tie all expenditures to the contract -Equipment Leases Attach a copy of the lease documentation, if existing, to the OA NOTE: On the Req, PO & OA, the State Contract Number MUST be entered into the “Tracking Number” Field

Purchase Requisition

Purchase Order

Outline Agreement

FY13 Contracts Tips Wait on instructions from AASIS prior to creating FY13 contracts Purchase orders must be created by adopting items from OSP’s Contracts (OA) to properly reflect on the Transparency Site Currently there are problems with creating po’s by adopting from OSP’s OA’s: Unable to change UOM (ZLS) Creating double lines (shows contract ZLS price and Agency’s price when they change UOM) Showing both AASIS is working to correct this.

Purchases From A Statewide Contract For FY12 purchase orders, adopt from the state contract If this doesn’t work, then create a purchase order without adopting the contract in AASIS (stand alone)

Next Meeting Tuesday, June 19th 10 – 11:30 ASP Small Commission Room Use Administrative Svcs. Entrance THINK Certification Program Overview