Procurement Forum April 17, 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

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) Wants the DBA vendor name to appear on the warrant Need to be able to query on the DBA name when searching for a vendor Rehab is interested in having their stock inventory in AASIS

OSP Task List Put process flowcharts on OSP website for PCS. Research to see if any other agencies have a requirement to have a financial surety bond for their director? AEDC enabling legislation requires this. Is this covered under the State’s blanket surety? Agencies want OSP to develop a website where vendors could disclose on-line

ABA director must furnish a bond for $25,000. Ark. Code Ann. § Executive Director of the Natural Resources Commission. Ark. Code Ann. § ED of the Livestock and Poultry Commission, and any commission employees he may require. Ark. Code Ann. §§ , 106. ED of the State Plant Board. Ark. Code Ann. § Any state employee who acts as a disbursing agent for his agency. Ark. Code Ann. § Director of the Department of Career Education, or a disbursing agent designated by him and approved by the State Board of Career Education. Ark. Code Ann. § Any officers, agents and employees of the Income Tax Section as the DF&A director may require. Ark. Code Ann. §

PCS Flowcharts

OSP Org Chart

OSP List cont. Master data agency authorized contact person needs to be updated. Can OSP send out a form to all agencies to update records This will probably not occur until after Transparency is implemented.

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

Transparency Contracts for Leases

Purchase Requisition

Purchase Order

Outline Agreement

Statewide Office Supply Contract  Renee Gates  Judy Shirley

AASIS INFO

Researching Vendor and Material Master Records Objective: Employ best practices to reduce search time to find the correct values for both vendor and material master records.

Researching Vendor and Material Master Records Vendor Account Groups: Determines the number interval for the account number, whether the number is assigned by the user or by AASIS, and which information is required in the vendor master record. Examples: AGCY (Agency) VEND (Trade Vendor) NTFP (Not for Profit)

Researching Vendor and Material Master Records Searching for a vendor while creating a purchase order

Viewing and Responding to Workflow Notes Click Vendor field to activate match code search. Create Purchase Order screen

Researching Vendor and Material Master Records Click – Unread Documents This is the default screen – not always the best option. Click List of tabs to view search screen options. Default: Vendors (General) tab

Researching Vendor and Material Master Records Different tabs display different search fields. List of Vendor Search tabs:

Researching Vendor and Material Master Records Use this tab if you know the Tax ID number. Vendor by Tax Information tab

Researching Vendor and Material Master Records Vendor by Country/Company Code tab SP Use this tab if it’s a foreign vendor.

Researching Vendor and Material Master Records Vendor by Additional Criteria tab Use this tab if you know any of the following information: Minority Previous account no. DBA

Researching Vendor and Material Master Records Tips for Record Search –Use the wild card (*) in the search. Example: Type *BUGS* in the Name 3 field. AASIS translates this as “BUGS” is somewhere in the DBA (Doing business as). –Use multiple fields in the search. Example: Type *BUGS* in the Name 3 field. Type *HOT SPRINGS* in the City field. AASIS translates this as a DBA with “BUGS” in the name located in Hot Springs. This narrows the search results and reduces search time.

Researching Vendor and Material Master Records Tips for Record Search (cont’d) –Use the Search term field. Example: Use the value FRGN to search for foreign vendors or the value NTFP to search for not-for-profit vendors. –Remove (or add) the Purch.Organization value. If you cannot find a value while using the purchasing organization, remove it. The reverse can also be done if there are too many results.

Researching Vendor and Material Master Records Tips for Record Search (cont’d) –Use upper case letters. This is the standard going forward.

Researching Vendor and Material Master Records Manipulate Search Results - Sorting Click a column header to sort values in ascending or descending order.

Researching Vendor and Material Master Records Manipulate Search Results - Find Click Find to locate a specific value.

Researching Vendor and Material Master Records Manipulate Search Results - Find (cont’d) Enter the value you want to locate. Click Find again.

Researching Vendor and Material Master Records Manipulate Search Results (cont’d) Click Find (with the +) to locate the next value in the list.

Researching Vendor and Material Master Records Find Vendor by Class –Use this option to find a vendor known for providing a specified material.

Researching Vendor and Material Master Records Find Objects in Classes screen Type VENDOR in the Class field. Click Enter.

Viewing and Responding to Workflow Notes Find Objects in Classes screen (cont’d) Place cursor in the Material Group field.

Researching Vendor and Material Master Records Find Objects in Classes screen (cont’d) Click matchcode.

Viewing and Responding to Workflow Notes Material Group dialog box Use the scroll to view the material groups. Click the checkbox to select the desired group(s).

Viewing and Responding to Workflow Notes Material Group dialog box Click Continue.

Viewing and Responding to Workflow Notes Find Objects in Classes screen Click Find in initial class.

Viewing and Responding to Workflow Notes Find Objects in Classes screen Vendors matching the selected material groups are displayed.

Viewing and Responding to Workflow Notes Find Objects in Classes screen Click the selection box for the desired vendor. Click Copy.

Researching Vendor and Material Master Records Summary –Use the right search for the information you know. –Use upper case letters in each field. –Use the wild card if you are uncertain of the exact value for which you are searching. –Use the Sort functionality in the search results to sort in ascending or descending order.

Researching Vendor and Material Master Records Summary –Use multiple search fields. –Use the Search term (same as account group) to narrow the search results. –Use the Purchasing organization to search for results; if the business area does not work, use If 9999 does not work, remove it entirely.

Researching Vendor and Material Master Records

Create Purchase Order screen Click Material to activate match code search.

Researching Vendor and Material Master Records A Material Master Record  Contains all the information to identify and describe a material or service in one central location—so everyone will use the same information.  The information is organized into categories, each category is called a view  Access to a view may be restricted by role  Like materials are grouped together in a Material Group  Used in purchase requisitions, purchase orders, and outline agreements

Researching Vendor and Material Master Records Purchase Order Material Number search screen Searching for a Material has two search options.

Researching Vendor and Material Master Records 1.Plant Material by Description search I need to find a ‘lawn mower’. I don’t know if there is a space between lawn and mower so I will search using only the word ‘mower’. Use an * in front and in back of the word ‘mower’ to help search. Limit even further by entering Plant 9999.

Researching Vendor and Material Master Records Plant Material by Description search If you know part of the material number, you can search by entering what you know and using *. Do not use the Material Description field if you are using the Material field and vice versa.

Researching Vendor and Material Master Records Plant Material by Description search results Our results list 25 materials with the word ‘mower’ somewhere in the description for only Plant 9999.

Researching Vendor and Material Master Records Plant Material by Description search Change the use of the * and it will change the results. Use an * in back of the word ‘mower’ to search. Limit by Plant 9999.

Researching Vendor and Material Master Records Plant Material by Description search results The results are significantly fewer because all the materials with text before the word ‘mower’ have been eliminated.

Researching Vendor and Material Master Records Plant Material by Description search With an * in front of the word ‘mower’ the search will produce fewer results. Limit by Plant 9999.

Researching Vendor and Material Master Records Plant Material by Description search The position and number of * will determine the results.

Researching Vendor and Material Master Records 2.Material Number/Material Description search This search allows us to narrow the criteria in a different way. There is no Plant but we can limit by Material Group and/or Material Type.

Researching Vendor and Material Master Records Material Group Material Group is nothing more than like materials ‘grouped’ together and given a name.

Researching Vendor and Material Master Records Material Group Click the Material Group Desc. column header to sort the list in ascending or descending order.

Researching Vendor and Material Master Records Material Group Locate the group by using the scroll bar or use the Find tool. Since I am searching for a lawn mower, I think Lawn Maint EQ is probably my group.

Researching Vendor and Material Master Records Material Group Narrow the search by using the Material Type. Only two choices are available so select GDSV (Goods and Services).

Researching Vendor and Material Master Records Material Group Add *mower* for the Material Description.

Researching Vendor and Material Master Records Material Group After all that work, the results are 23 materials. Only slightly different than searching by Plant Material by Description.

Researching Vendor and Material Master Records Material Number/Material Description search –Material Group is a grouping of like materials (e.g. office supplies, janitorial supplies, clothing) –Material Type defines certain attributes of the material (e.g. raw materials, operating supplies)

Researching Vendor and Material Master Records Summary –Use the Material Description field when searching by text. –Use the Material field when searching by material number. –Use the wild card if you are uncertain of the exact value for which you are searching. –Sort a column or use the Find tool to locate an item in a results list.

Researching Vendor and Material Master Records

Can we show a telephone extension in the vendor file?

Vendors marked for deletion Vendors who have had NO activity for 18 months will be marked for deletion To reactivate a vendor, OSP at aasis- stating the vendor numberaasis-

Internal Procedures for Vendors Currently cleansing the entire vendor database for Transparency Standardization is key After 7/1/12 there will be additional cleanup, more cosmetic in nature

New Vendor Categories  AGCY – Agencies (replaces AGEN)  BOAR – Board & Commission Members  EMPL – Employee Vendors  FRGN – Foreign vendors (Outside US)  GOVT – Governments (other states)  LGVT – Local Governments (County, City)  NTFP – Not for profit vendors  OGVT – AR local gov’t, other than city/county  PSCH – Publicly funded schools  VEND – Trade vendors

Problems searching vendors by their DBA name Use the Advanced Search feature

Generic Material Numbers Clean up will be after 7/1/12, Transparency implementation Learning to search will help you We’re reviewing how we use material numbers for reporting

AASIS Class Schedule

Next Meeting Tuesday, May 15th 10 – 11:30 ASP Small Commission Room –Use Administrative Svcs. Entrance