LSME: R. Caudle 1 Detailed Activities Key Activities Role Description Create solicitation Manage solicitations Perform catalog search to identify sources* Vendor relations Agency & cabinet relations Evaluate bids Create contract Role Design and Impact To obtain goods and services, within particular product classes, up to a specified procurement delegation. Create Solicitation Determine bid/solicitation method Conduct pre-bid conferences Select terms and conditions Prepare bid solicitation Prepare bid addenda Select vendors to ensure receipt (F) Determine and weight best value criteria Cancel solicitation Note: Roles are generally commodity-focused. Role scope depends on the extent to which agencies delegate authority and/or grant access to certain aspects of technology. Scope is also tied to agency level of centralization/ decentralization. Create award documents Administer contracts Administer outstanding contracts Administer requisitions Administer rejected materials (F) Approve payment * (F) Vendor Relations/Agency & Cabinet Relations Resolve vendor complaints Serve as an intermediary between the Finance Cabinet, requestor, and vendor involved Answer questions from agency staff regarding the disposition of goods and services Evaluate Bids (via point assignment process) Determine best value bidder Determine eligibility of vendor Determine whether to post bids to the Web Note: Posting to the Web will be automatic at first; change expected after 7/1/99. Create Contract Approve contract Transmit contract to vendor (via automatic fax functionality) Modify contract, as needed Provide input into protests Cancel contract Create Award Document Document award rationale* Business Area: Purchasing and PayablesMARS Roadmap: Purchasing and Payables “To Be” Redesigned Role Goods and Services Procurement Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: R. Caudle 2 Detailed Activities (Continued) Role Design and Impact Administer Contracts Resolve contractual and return issues Check status of orders* Establish and monitor milestone plans Set recurring payment schedules* Inspect goods or services, as needed Work with receiving clerk regarding issue resolution for damaged, rejected, or returned goods Determine actions for resolving service delivery issues Administer requisition Revise specifications submitted by agency Conduct needed research Review and approve requisition Cancel requisition Approve payment*(F) Resolve payment exceptions (F) If invoices don’t match, notify appropriate parties Business Area: Purchasing and PayablesMARS Roadmap: Purchasing and Payables “To Be” Redesigned Role Goods and Services Procurement

LSME: R. Caudle 3 Current to New Role Comparison: Goods and Services Procurement Changed Activities Activities That Remain the Same Activities No Longer Performed [For current role] Typing in terms and conditions Maintaining manual log books Perform catalog search to identify sources* Create Solicitation Conduct pre-bid conferences (F) Determine and weight best value criteria Role Design and Impact Evaluate Bids Determine whether to post bids to the Web Note: Posting to the Web will be automatic at first; change expected after 7/1/99. Determine best value bidder (previously only low bidder) [For support role] Distribute/log award Associated data entry Create Solicitation Determine bid/solicitation method Select terms and conditions Prepare bid solicitation & bid addenda Select vendors to ensure receipt (F) Cancel solicitation Manage Solicitation Vendor Relations/Agency & Cabinet Relations Resolve vendor complaints Serve as an intermediary between the Finance Cabinet, requestor, and vendor involved Answer questions from agency staff regarding the disposition of goods and services Evaluate Bids (via point assignment process) Determine eligibility of vendor Create Contract Approve contract Transmit contract to vendor (via automatic fax functionality) Modify contract, as needed Provide input into protests Cancel contract Create Award Document Document award rationale* Administer Contracts Resolve contractual and return issues Check status of orders* Establish and monitor milestone plans Set recurring payment schedules* Inspect goods or services, as needed Work with receiving clerk regarding issue resolution for damaged, rejected, or returned goods Determine actions for resolving service delivery issues Administer Outstanding Contracts Administer rejected materials (F) Administer requisition Revise specifications submitted by agency Conduct needed research Review and approve requisition Cancel requisition Approve payment*(F) Resolve payment exceptions (F) If invoices don’t match, notify appropriate parties

LSME: R. Caudle 4 Current to New Role Comparison: Goods and Services Procurement Template Key Additional Notes Definition of Terms Training and Skill Needs TimingTiming July 1, 1999 “Purchase Order”=“Contract” in MARS environment N/A MARS: General Procurement MARS: Contracting MARS: Payables MARS: Procurement Card Administrator MARS: Procurement through the Web Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Electronic Catalog Purchase Request Purchase Request Modification Contract [1] Contract Request Receiving Vendor Performance Evaluations Bid Evaluation Bid Evaluation Modification Master Agreement [2] Master Agreement Modifications Milestone Audit Tracking DOA-08: Quick Copy Center Transmittal [1] DOA-09: Order for Printing or Duplicating [1] DOA-19: Purchase Order: Authorization for Payment [1] DOA-19a: Purchase Order: Authorization for Payment (Receiving Report) DOA-22: Forms Requisition [1] DOA-32: Purchase Requisition DOA-39: Purchase Contract [2] DOA-41: Advice of Change in Order DOA-42: Change Order (Advice of Change) DOA-43: Jury Fund Report DOA-44: Witness Fund Report DOA-46: Imprest Cash Authority DOA-48: Voucher for Reimbursement of Personal Election Expenses DOA-51: Sheriff’s Advance DOA-52: Sheriff’s Monthly Fee Claim Account DOA-58: Vendor File Maintenance DAO-65: Procurement Card Payment Prerequisites: MARS Computer Literacy Training Computer Based Training

LSME: R. Caudle 5 Detailed Activities Key Activities Role Description Locates source to buy from Prepares a request to purchase Role Design and Impact To initiate goods or services procurement via a request identifying needs Locates source to buy from Prepares a request to purchase Gets cost estimate Gathers specifications Contacts and works with vendors on specifications Gets approval Prepares a receiving report for goods that are delivered directly to the office Verifies receipt of goods Counts goods Inspects goods Creates receiving report Business Area: Purchasing and PayablesMARS Roadmap: Purchasing and Payables “To Be” Redesigned Role Initiate and Request Goods or Services Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field. Enters invoice information Routes invoice for approval Initiates vendor complaints Initiates vendor evaluations

LSME: R. Caudle 6 Current to New Role Comparison: Initiate and Request Goods or Services Changed Activities Activities That Remain the Same Definition of Terms Training and Skill Needs N/A Role Design and Impact Activities No Longer Performed N/ATimingTiming July 1, 1999 “Purchase Order”=“Contract” in MARS environment Locates source to buy from Prepares a request to purchase Gets cost estimate Gathers specifications Contacts and works with vendors on specifications Gets approval Prepares a receiving report for goods that are delivered directly to the office Verifies receipt of goods Counts goods Inspects goods Creates receiving report Enters invoice information Routes invoice for approval Initiates vendor complaints Initiates vendor evaluations MARS: General Procurement MARS: Payables MARS: Procurement through the Web Prerequisites: MARS Computer Literacy Training Computer Based Training

LSME: R. Caudle 7 Additional Notes Role Design and Impact N/A Template Key Current to New Role Comparison: Initiate and Request Goods or Services Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Bid Evaluation Bid Evaluation Modification Master Agreement Master Agreement Modifications Milestone Audit Tracking DOA-19: Purchase Order: Authorization for Payment DOA-19a: Purchase Order: Authorization for Payment (Receiving Report) DOA-39: Purchase Contract DOA-41: Advice of Change in Order DOA-42: Change Order (Advice of Change)

LSME: R. Caudle 8 Detailed Activities Key Activities Role Description Process purchase orders Process solicitations Execute match process Assist with correspondence Role Design and Impact To perform activities related to supporting a procurement office Process purchase orders Types up orders Gets buyer signature Routes to fiscal office for approval of funds Transmits order Files copy of order If order is electronic, print out copy of order Routes copy of order to receiver Logs in book, for manual and electronic documents, where the document is at all stages of the purchasing process Checks status of orders Pulls any documents that are past delivery by manually going through the file cabinet Calls vendor for status Puts notes of call on each order Business Area: Purchasing and PayablesMARS Roadmap: Purchasing and Payables “To Be” Redesigned Role Purchasing Support Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field. Process solicitations Types up solicitations and mailing lists Mails out to vendors on mailing list May advertise in newspaper, if required Opens responses Enters bid received either manually or on PC Request vendor information be added or updated Execute match process Receives receiving report and matches it up to the copy of the order kept on file Receives invoice from vendor and matches it up to the copy kept on file When have an order, receiving report and invoice submits to fiscal shop for payment Completes log book Assist with communications Types correspondence Files copy with appropriate document or file Types vendor complaints Routes to Finance and Administration Cabinet Handles phone calls from agency personnel or vendors for the status of their requests or payments Publicly reads bid responses Opens incoming mail Time and date stamps mail Logs in a log book any manual or electronic requests for purchase received Routes to buyer

LSME: R. Caudle 9 Current to New Role Comparison: Purchasing Support Changed Activities Activities That Remain the Same Definition of Terms Training and Skill Needs N/A Role Design and Impact Activities No Longer Performed Process purchase orders Routes to fiscal office for approval of funds Routes copy of order to receiver Logs in book, for manual and electronic documents, where the document is at all stages of the purchasing process Pulls any documents that are past delivery by manually going through the file cabinet Calls vendor for statusTimingTiming July 1, 1999 “Purchase Order”=“Contract” in MARS environment Assist with Communications Opens incoming mail Time and date stamps mail Logs in a log book any manual or electronic requests for purchase received Routes to buyer Solicitations May advertise in newspaper, if required Execute match process Receives receiving report and matches it up to the copy of the order kept on file Completes log book Process purchase orders Types up orders Gets buyer signature Transmits order If order is electronic, print out copy of order Checks status of orders Pulls any documents that are past delivery by manually going through the file cabinet Calls vendor for status Puts notes of call on each order Process solicitations Types up solicitations and mailing lists Mails out to vendors on mailing list Opens responses Enters bid received either manually or on PC Request vendor information be added or updated Execute match process Receives receiving report and matches it up to the copy of the order kept on file Receives invoice from vendor and matches it up to the copy kept on file When have an order, receiving report and invoice submits to fiscal shop for payment Completes log book Assist with communications Types correspondence Files copy with appropriate document or file Types vendor complaints Routes to Finance and Administration Cabinet Handles phone calls from agency personnel or vendors for the status of their requests or payments Publicly reads bid responses MARS: General Procurement MARS: Payables MARS: Procurement through the Web Prerequisites: MARS Computer Literacy Training Computer Based Training

LSME: R. Caudle 10 Additional Notes Role Design and Impact N/A Template Key Current to New Role Comparison: Purchasing Support Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Bid Evaluation Bid Evaluation Modification Master Agreement Master Agreement Modifications Milestone Audit Tracking DOA-08: Quick Copy Center Transmittal DOA-09: Order for Printing or Duplicating DOA-19: Purchase Order: Authorization for Payment DOA-19a: Purchase Order: Authorization for Payment (Receiving Report) DOA-22: Forms Requisition DOA-32: Purchase Requisition DOA-41: Advice of Change in Order DOA-42: Change Order (Advice of Change) DOA-58: Vendor File Maintenance

LSME: R. Caudle 11 Detailed Activities Key Activities Role Description Receive and process orders Inspect shipments Coordinate with purchasers File maintenance Role Design and Impact To track and process incoming orders Receive and process orders Receives paper copy of order in mail Files order Maintains log of all pending orders Inspect shipments When shipment is delivered, verifies that what is on the packing list is delivered and ensures the count of boxes matches the packing list Signs for shipment, and notes any damages that are visible Pulls copy of order Counts what came in Write amounts in the copy of the order If order is not complete, either photocopies order and/or creates a receiving report for a partial shipment Business Area: Purchasing and PayablesMARS Roadmap: Purchasing and Payables “To Be” Redesigned Role Receiver Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field. Coordinate with purchaser If the order was delivered complete, mails filled out receiving report to purchaser Calls purchaser to handle damaged goods or over runs/under runs Delivers to person on the order or calls o have him/her pick up Calls purchaser for status File maintenance Periodically goes through the files and pulls out dated orders

LSME: R. Caudle 12 Current to New Role Comparison: Receiver Changed Activities Activities That Remain the Same Definition of Terms Training and Skill Needs Role Design and Impact Activities No Longer Performed TimingTiming July 1, 1999 “Purchase Order”=“Contract” in MARS environment Receive and process orders Receives paper copy of order in mail Files order Maintains log of all pending orders Coordinate with purchaser If the order was delivered complete, mails filled out receiving report to purchaser Inspect shipments When shipment is delivered, verifies that what is on the packing list is delivered and ensures the count of boxes matches the packing list Signs for shipment, and notes any damages that are visible Pulls copy of order Counts what came in Write amounts in the copy of the order If order is not complete, either photocopies order and/or creates a receiving report for a partial shipment Coordinate with purchasers Calls purchaser to handle damaged goods or over runs/under runs Delivers to person on the order or calls o have him/her pick up Calls purchaser for status File maintenance Periodically goes through the files and pulls out dated orders N/A MARS: Procurement through the Web Prerequisites: MARS Computer Literacy Training Computer Based Training

LSME: R. Caudle 13 Additional Notes Role Design and Impact N/A Template Key Current to New Role Comparison: Receiver Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Bid Evaluation Bid Evaluation Modification Master Agreement Master Agreement Modifications Milestone Audit Tracking DOA-08: Quick Copy Center Transmittal DOA-09: Order for Printing or Duplicating DOA-19: Purchase Order: Authorization for Payment DOA-19a: Purchase Order: Authorization for Payment (Receiving Report) DOA-22: Forms Requisition DOA-32: Purchase Requisition DOA-41: Advice of Change in Order DOA-42: Change Order (Advice of Change) DOA-58: Vendor File Maintenance

LSME: R. Caudle 14 Detailed Activities Key Activities Role Description Develop and process Requests for Proposals for personal service contracts Oversee provision of services Vendor payment processing Vendor relations Role Design and Impact To initiate and execute the RFP process in relation to personal service contracts as well as oversee subsequent dealings with selected vendors. Develop and process Requests for Proposals (RFP’s) for personal service contracts Creates specifications and terms and conditions Develops RFP’s Creates mailing lists Prints copies of RFP’s Mails out RFP’s to selected vendors Advertises RFP in newspaper Receives responses to RFP Evaluates responses Makes award Routes for approval with documentation Business Area: Purchasing and PayablesMARS Roadmap: Purchasing and Payables “To Be” Redesigned Role Contract Administration Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field. Oversee provision of services Monitors contract milestones Vendor payment processing Receives vendor invoice Verifies that service was provided Initiates payment document Vendor relations Initiates vendor complaint/vendor evaluation Routes vendor complaint/vendor evaluation

LSME: R. Caudle 15 Current to New Role Comparison: Contract Administration Changed Activities Activities That Remain the Same Definition of Terms Training and Skill Needs N/A Role Design and Impact Activities No Longer Performed TimingTiming July 1, 1999 “Purchase Order”=“Contract” in MARS environment Develop and process Requests for Proposals (RFP’s) Advertises RFP in newspaper Develop and process Requests for Proposals (RFP’s) for personal service contracts Creates specifications and terms and conditions Develops RFP’s Creates mailing lists Prints copies of RFP’s Mails out RFP’s to selected vendors Receives responses to RFP Evaluates responses Makes award Routes for approval with documentation Oversee provision of services Monitors contract milestones Vendor payment processing Receives vendor invoice Verifies that service was provided Initiates payment document Vendor relations Initiates vendor complaint/vendor evaluation Routes vendor complaint/vendor evaluation MARS: Contracting MARS: Payables MARS: Procurement through the Web Prerequisites: MARS: General Procurement MARS Computer Literacy Training Computer Based Training

LSME: R. Caudle 16 Additional Notes Role Design and Impact Template Key Current to New Role Comparison: Contract Administration Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Electronic Catalog Purchase Request Purchase Request Modification Contract [1] Contract Request Receiving Vendor Performance Evaluations DOA-08: Quick Copy Center Transmittal [1] DOA-09: Order for Printing or Duplicating [1] DOA-19: Purchase Order: Authorization for Payment [1] DOA-19a: Purchase Order: Authorization for Payment (Receiving Report) DOA-22: Forms Requisition [1] DOA-32: Purchase Requisition DOA-39: Purchase Contract DOA-41: Advice of Change in Order DOA-42: Change Order (Advice of Change) DOA-58: Vendor File Maintenance