FAMIS Library Module (FLM) Division of Contracts & Purchasing and the Office of Library Services

AGENDA What is the FAMIS Library Module? Who has access to the FAMIS Library Module? Who are the DOE’s contracted vendors for library materials? Accessing/Purchasing a Library List Signing on to FAMIS/Password Reset How do I access the FAMIS Library Module (FLM)? How do I convert a library list into purchase order(s)? Rejecting a Library List Reasons for rejecting a library list How do I reject a library list? Additional Assistance

What is the FAMIS Library Module? Librarians now have access to a new application, Books In Print (BIP), which allows them to search and create lists of library books and audio visual material for purchasing. After finalizing a “Book List”, a librarian can send it to FAMIS for purchasing. The FAMIS Library Module (FLM) is new functionality in FAMIS that allows purchasing secretaries to view book lists sent by librarian(s) from BIP. In FLM, these lists can be converted into POs which will be sent to the contracted library vendors for processing. FLM can be accessed in the “Contracted” Purchasing section of the FAMIS portal. FAMIS Portal Link: https://dfoforms.nycenet.edu/FamisPortal/Login.aspx

Who has access to the FAMIS Library Module? The purchasing liaison will have access to this new ordering tool. The purchasing liaison will have the ability to access library book lists sent to FAMIS by their school librarian(s) from Books In Print. They will be able to convert library lists into POs. Librarians will be able to see PO numbers and approval status for their list in the Books In Print application.

Who are the DOE’s Contracted Vendors for Library Materials? The Department of Education currently has three contracted library vendors. Baker & Taylor, Inc. (Vendor No.: BAK013000; Contract No. 7209041) Follett Library Book Comp (Vendor No.: FOL025000; Contract No.: 7209042) Perma Bound (now known as Hertzberg-New Method, Inc.) (Vendor No.: PER048000; Contract No. 7209043)

Accessing/Purchasing a Library List

Signing on to FAMIS/Password Reset

How do I access the FAMIS Library Module (FLM)? Select Purchasing/Payments  Contracted  Library Ordering

How do I access the FAMIS Library Module (FLM)? You can also access FLM by selecting the “Pending Library List” in the Approval section of the FAMIS Homepage.

How do I convert a library list into Purchase Order(s)? Step 1: Select a library list from the lists available for the district/location.

How do I convert a library list into Purchase Order(s)? Step 2: When you select a library list, FLM will display the items that are available and unavailable.

How do I convert a library list into Purchase Order(s)? Step 3: Provide Accounting Information NOTE: 0338 is the only available object code to complete library purchasing. For assistance with other accounting information, contact your CFN Purchasing Liaison.

How do I convert a library list into Purchase Order(s)? Step 4: Select a delivery location address (if user has access to multiple locations) NOTE: User should specify if there are any special delivery instructions on this screen.

How do I convert a library list into Purchase Order(s)? Step 5: Review items being ordered, accounting details, delivery and invoice information on the confirmation page. After reviewing details, user can click on “Post Document” to complete the ordering process. Up to three different purchase orders can be generated from one list (one order per vendor contract combination) . Note: Snapshot continued on next page

How do I convert a library list into Purchase Order(s)?

Rejecting a Library List

Reasons for Rejecting a Library List The main reasons a purchasing liaison would reject a library list are: Insufficient funds to complete the order Librarian has requested the list to be rejected

How do I Reject a Library List? Step 1: Access FLM by selecting Purchasing/Payments  Contracted  Library Ordering

How do I Reject a Library List? Step 2: Select the “Reject” option next to the library list you want to reject.

How do I Reject a Library List? Step 3: Provide reason/comments for rejecting the library list. Click on “Yes” to delete order. To return to previous screen and continue with purchasing of library list, click on “No”. Note: Your rejection comment will be visible to librarians in the Books In Print application.

Additional Assistance Please contact the Finance Service Center Monday – Friday 8:00 AM – 5:00PM (718) 935-4444 ClientServices@schools.nyc.gov