FI$Cal Change Discussion Guide SB/DVBE Guide March 2015

FI$Cal: Transparency. Accuracy. Integrity.2 March 2015 Process Overview SB/DVBE certification will be managed in FI$Cal Applicants need to obtain online credentials by registering as a bidder/eSupplier (if they are not yet registered) before applying for SB/DVBE certification Online SB/DVBE application will be accessed through the FI$Cal Enhanced Procurement Portal Electronic approvals and notifications will be provided using FI$Cal’s workflow framework DGS Certification Officers will have the ability to review and approve certification applications Reports will be available for the following:  Administrative reporting to show certification metrics  SB/DVBE contracting activity SB/DVBE Certification

FI$Cal: Transparency. Accuracy. Integrity.3 March 2015 Key Impacts Application  SB/DVBE online application accessed through the PeopleSoft Enhanced Procurement Portal  Quick entry for state staff entering paper submissions on behalf of applicants  Comments and file attachment functionality provided Workflow Routing and Approvals  Electronic workflow approval process and notifications to approvers and applicants  Auto approval based on configured criteria Evaluation & Review  Designated state staff to review application processed in-house Inquiry and Reporting  Public search for certified vendors from the FI$Cal portal  Enhanced reporting capabilities Maintenance and Administration  SB/DVBE configuration maintained internally by the state  SB/DVBE database table to store certification information  SB/DVBE application access based on role security SB/DVBE Certification

FI$Cal: Transparency. Accuracy. Integrity.4 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Certification will change as follows:  [ENTER CHANGE IN BUSINESS PROCESS] Increased communication and integration between the following business areas will be needed:  [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST BE COMPLETED TOGETHER] Certification SB/DVBE

FI$Cal: Transparency. Accuracy. Integrity.5 March 2015 Process OverviewKey Impacts Two Part Process: 1. Bidder/Vendor Registration – allows supplier to obtain log in credentials to participate in bidding 2. Apply for SB/DVBE Certification – obtain certification Online credentials needed to apply for certification, through bidder or eSupplier registration Application for certification is online, although paper applications are accepted If automatic approval is not granted, certification officers will access the application in FI$Cal to review and approve SB/DVBE Apply for SB/DVBE Certification

FI$Cal: Transparency. Accuracy. Integrity.6 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around applying for Certification will change as follows:  [ENTER CHANGE IN BUSINESS PROCESS] Increased communication and integration between the following business areas will be needed:  [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST BE COMPLETED TOGETHER] Apply for SB/DVBE Certification SB/DVBE

FI$Cal: Transparency. Accuracy. Integrity.7 March 2015 Process OverviewKey Impacts SB/DVBE information is captured for reporting and compliance purposes in:  Purchase Orders (PO)  Procurement Card Transactions  Procurement Contracts SB/DVBE information is collected in solicitations for bid evaluation SB/DVBE requirements can be included in solicitations as bid factors The contract can be set up with SB/DVBE prime and sub contract information The PO captures SB/DVBE prime and sub contractor participation SB/DVBE Recording SB/DVBE Information in Procurement Transactions

FI$Cal: Transparency. Accuracy. Integrity.8 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around recording SB/DVBE information in Procurement transactions will change as follows:  [ENTER CHANGE IN BUSINESS PROCESS] Increased communication and integration between the following business areas will be needed:  [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST BE COMPLETED TOGETHER] Recording SB/DVBE Information in Procurement Transactions SB/DVBE

FI$Cal: Transparency. Accuracy. Integrity.9 March 2015 Process Overview DGS/OSDS Certification Reporting includes but not limited to:  Daily Certification Report Number of Certified Firms (SB, DVBE, NVSA, NP) By Business Type  Management Reports Number Certified Number Pending Number Denied Department Reporting SB/DVBE Contracting Activities with the Consolidated Contracting Activity Report (STD 810)  Reports of award/expenditure dollars for each Certification Type (SB, MB, DVBE), by Acquisition Type (Non-IT Goods, Non-IT Services, IT Goods and Services, Construction, P-Card) for prime and sub contractors SB/DVBE Inquiries and Reporting

FI$Cal: Transparency. Accuracy. Integrity.10 March 2015 Process Overview Public Inquiries and Reporting  Public inquiry on certification status (prime seeking subs, subs seeking prime, State and External Buyers, FI$Cal users, etc.).  eSuppliers will be able to inquire if they have been identified as a sub on any contract or purchase order  Inquiry results downloadable to Excel SB/DVBE Inquiries and Reporting

FI$Cal: Transparency. Accuracy. Integrity.11 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Inquiries and Reports will change as follows:  [ENTER CHANGE IN BUSINESS PROCESS] Increased communication and integration between the following business areas will be needed:  [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST BE COMPLETED TOGETHER] Inquiries and Reporting SB/DVBE

FI$Cal: Transparency. Accuracy. Integrity.12 March 2015 FI$Cal End-User Roles SB/DVBE FI$Cal End-User RoleDescription DGS SB/DVBE Cert Processor DGS user that has access to review and process certification applications including entering applications submitted by hard copy. DGS SB/DVBE Cert Viewer DGS user that has access to view certification applications and information. DGS SB/DVBE Cert Approver DGS user that reviews, and approves SB/DVBE certification application. DGS SB/DVBE Cert Manager DGS user that can assign the certification application to different Certification Officers. DGS SB/DVBE Cert Officer DGS user that reviews and updates SB/DVBE certification application. DGS SB/DVBE Cert Ad Hoc Approver DGS user that reviews and approves SB/DVBE certification application when added to the approvals.

FI$Cal End-User Training SB/DVBE FI$Cal: Transparency. Accuracy. Integrity.13 March 2015 Course IDCourse NameDurationDelivery FS101*Introduction to FI$Cal 4 hours WBT FS102*FI$Cal Navigation 4 hours WBT PO371SB/DVBE Certification 4 hours WBT PO392Apply for SB/DVBE Certification 4 hours WBT *FS101 and FS102 are mandatory for all FI$Cal end users

FI$Cal: Transparency. Accuracy. Integrity.14 March 2015 For additional information on end-user training, visit the Training page of the FI$Cal Project website at : FI$Cal End-User Training