Procurement Forum August 8, 2013

WORKFLOW What is it anyway? Susan Banasiewicz Rojas Aasis Service Center

Objectives Today, we will discuss ▫ What is workflow? ▫ What is a release strategy? ▫ What is a release code? ▫ What is a release group? ▫ How does a manual approval effect workflow? ▫ Where can I read my messages? ▫ Who approves my document next?

Definitions Workflow Workflow for SAP, as the name suggests, means flow of work, may be from one person to another person. It is in fact a sequence of connected activities resulting in exchange of information. Release Strategy The release strategy defines the approval process for purchasing documents. The strategy specifies the release codes with which a complete purchase document must be released (approved) and the sequence in which approvals have to be given.

Definitions (cont.) Release Code Two character identifier used to approve a document. All requisitions valued less than $25,000 are approved with a single release code. All requisitions valued at $25,000. or higher require two approvals before the final release is recognized by the system. Release Group One for each document type. Contains one or more release strategies.

After Purchase Order Workflow transaction was changed to call up ME28 only, you can no longer reject or change a PO via workflow or manually change the document to remove it from your workflow inbox. You can still reserve/replace, forward to other users, and send and attachments via the workflow. Results of Avoiding Workflow

How does workflow happen?

Agency Procurement Specialist Creates PO

PO creator receives express workflow notification message to select approvers for PO

Agency Procurement Specialist “Business Workplace”

PO document appears in workflow inbox for selection of an approver.

Click on “Display workflow log” icon to see a list of eligible approvers

Workflow log screen appears. Click on Agents button: Select approvers for purchase order A pop-up box will appear asking you to select “Which Agents you want to Display”.

List of people authorized to approve appears. The yellow icon to the right of the name signifies the workflow item will appear in their workflow inbox. Exit the screen and green arrow back to the initial workflow screen.

Execute the workflow item

Select approver by checking the box left of name. You can select more than one approver, if needed. Click on “Autosequence” to send to first approver.

Click “Done”

Workflow items disappears from creator’s workflow inbox.

It now appears in creator’s workflow outbox “Work items executed by me”. The status is blue, Completed.

Selected approver receives an express workflow notification to Approve PO Approver clicks on Inbox button to approve via Workflow, or approve manually via transaction ME28 (which ends workflow).

Document appears in workflow inbox with a status of “ready”.

To send document to another approver, click forward button

“Choose Agent” pop-up box appears. Enter AASIS log-in id to forward document. Green check to save

A pop-up box appears to send to more than one agent (Approver). Select Yes, to send to multiple agents, and enter their log-on ID in the box-up box. Select “No” to send to one agent.

Item will be forwarded to the selected agent, and moves from workflow inbox to workflow outbox: Forwarded workflow items.

To attach a note for an approver, click on Manage Attachment icon, then click on Create attachment.

Enter a header message and Green check.

Enter detailed message and save. Green arrow back

Attachment is added to the work item, PO

Forwarded PO and attachment appears in workflow inbox of forwarded agent: with Status “Ready”.

New approver can approve PO document or can forward it back unapproved. Disappears from Workflow inbox when finished

Document and attachment reappears in workflow inbox.

Attachment can be read for new additions. Green arrow back to initial screen.

Click on document number to view attachments.

PO is display only. Cannot be edited or released here.

Click on Header “Release strategy” tab to see release status. Green arrow back to return to Workflow.

Double click on document line item or click on execute icon to take you to Release transaction: ME28

AASIS sends you to ME28 to review document, see a print preview, see changes, and/or release document. To release, highlight document and click “Release + save”

Where is my document?

Miscellaneous Discussion Points

New Thresholds & Associated Changes Take effect Friday, August 16 th New Procurement Codes will be posted on August 15 th on the OSP Website under Guidelines ABA Capital Improvement Project Thresholds did not change. New coding will be in AASIS for these purchases. Professional Service & Consultant Contract thresholds, including design professionals, will be affected.

Capital Improvement Projects – “Our Reference” Field Coding Changes On Outline Agreements for ALL Capital Improvement Projects, Agencies MUST use “NV” in the “agreement type” AASIS field. (NV means term contract) On Purchase Orders for ALL Capital Improvement Projects, Agencies MUST use “NB” in the appropriate AASIS field. (NB means standard po) The following thresholds and procurement codes apply for capital improvement projects: $.01 - $5000 ABA-SO Capital improvement small order ABA-MO Capital improvement small order with a minority supplier

$ $20,000 ABA-QB Capital improvement quote bid ABA-MB Capital improvement quote bid with a minority supplier Greater than $20,000 ABA ALL Capital improvement projects, whether with a minority vendor or not

PCS Design Professional Contracts On Outline Agreements for ALL PCS Design Professional Contracts, Agencies MUST use “PV” in the “agreement type” AASIS field. (PV means professional service contract) On Purchase Orders for ALL PCS Design Professional Contracts, Agencies MUST use “PB” in the appropriate AASIS field. (PB means professional service po) The following thresholds and procurement codes apply for design professional contracts: $.01 - $10,000 - Agencies may contact a single qualified provider. No prior approval or submittal to ABA is required. SO PCS Contract small order MO PCS Contract small order with a minority supplier

$10, $50,000 - Agencies may request qualifications from a minimum of 3 qualified providers, evaluate qualifications and select the best qualified. Agreement must be reported monthly in the PCS portal. No prior approval or submittal to ABA is required. CB PCS Competitive Request for Qualifications MB PCS Competitive Bid with a minority supplier Greater than $50,000 - Must be formally solicited. Agencies must request authorization to begin this process from ABA. The request & public advertisement must be approved by ABA. The contract must be placed on the OSP-1 form and must be reviewed by OSP, ABA & by the legislature. ABA Capital improvement projects, whether with a minority supplier or not

Equal Opportunity Policy & Illegal Immigrant Policy Requirement The requirement pursuant to ACA § and ACA for all technical, general and professional service contracts remain the same. All service contracts greater than $25,000 must have these documents. Executive Order – Contract & Grant Disclosure Form Requirement All contracts greater than $25,000 must have these documents.

NIGP Meeting Friday, August 9 th UCA, Conway Arkansas Accessibility Discussion

Next Forum Thursday, September 12 th 10 – 11:30 UA Cooperative Extension Auditorium 2301 S. University Avenue Little Rock, AR