Procurement Forum May 15, 2012

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) DBA vendor name on warrants - The DBA vendor name will begin appearing on the warrant before fiscal year end. Line 1 from the vendor master record (Taxpayer Name from the W-9) will appear AND Line 3 from the vendor master record (Business Name from the W-9). Lines 1 AND 3 from the vendor master record print on every warrant.

OSP Task List Establishment of contracts for FY13 Review potential of new contracts: –Electronics – Best Buy –Trash service –Pest Control –Shredding Services –Fire Extinguisher Maintenance –Plumbing, electrical, HVAC services

Navigating Reports in US Bank

Reports on Specific Vendors Click on Reporting

Click on Financial Management

Reports in US Bank Click on Transaction Detail

Choose the date range you need to look at

Click box Display Transaction Comments and Display Allocation Detail Click Merchant Names Then Type in the Vendor name Click on the Add>> icon If you have multiple vendors, type in a another name and click on the Add>> icon

Reports out can be displayed in PDF; Excel ; Browser Click on Run Report

Transaction Report in Excel

Declined Transaction Report

 Click on Reporting  Click on Program Management

 Report Output Click on down arrow choose excel  Click on Run Report Icon

State Credit Card Contact   All credit card requests:  Indicate in the subject line your request (example: MCC open)  Close accounts  Open or Close MCCs  Increase/decrease credit limits  Applications – (travel & p-card)  Reviewer application forms  Changes to account (i.e. dept code, division, name changes)  Download corrections  Account payment issues (suspension, past dues, misapplied payments, missing payments)  New managing accounts  Include in your – The name of the cardholder and the last 10 digits of the cardholders account and the complete detail of the request.

Upcoming Contracts  Paint  First Aid Kits  Portable Toilet Rentals  Protective Vests  Linens (sheets & towels)  Heavy Equipment – Kubota & Caterpillar

More…. Millican Carpet Lowes Napa, Autozone, O’Reilly Applied MSC School Buses Bulk Fuel

AASIS INFO

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

DateAgency 5/22-24 (6 time slots) State Police, AETN, ADEQ, Agriculture, ADEM, DWS 5/30/12Train the Trainer – DFA, DIS, Parks & Tourism, Health, Career Ed/Rehab, DCC, ADC, DHS 6/4/12DFA, DIS, ARTRS, APERS, PSC, School for the Deaf, Education, School for the Blind, Career Ed, State Library, Riverside Vo-Tech, ADHE, Crowley’s Ridge Tech, Northwest Tech 6/11/12Parks & Tourism, Health, Dept. of Heritage, AEDC, Veteran Affairs, Natural & Cultural Resources 6/18/12AR Rehab Services, DCC, ADC, State Bank Dept, Treasurer of State, Workers Comp, Leg Audit, Insurance Dept, ABA, Game & Fish, Science & Technology, State Crime Lab, Securities Dept., ACIC, Development Finance Authority, Real Estate Commission, BLR, Office of the Courts, Governor’s Mansion, Attorney General, Board of Pharmacy, Geological Commission, Natural Resources Commission, Senate, Spinal Cord Commission, Commission on Law Enforcement, House of Representatives, Governor’s Office, Supreme Court, Court of Appeals, Dept. of Labor, Disability Determination, Prosecutor Coordinator, Bd. Of Licensure for PE & Land Surveyors, Bd. For Registration of Prof. Geologists, Medical Board, Military Dept. 6/25/12DHS

Transparency Contracts for Leases

Purchase Requisition

Purchase Order

Outline Agreement

FY13 Contracts Tips Wait on instructions from AASIS prior to creating FY13 contracts Purchase orders must be created by adopting items from OSP’s Contracts (OA) to properly reflect on the Transparency Site

Purchases From A Statewide Contract For FY12 purchase orders, adopt from the state contract If this doesn’t work, then create a purchase order without adopting the contract in AASIS (stand alone)

Next Meeting Tuesday, June 19th 10 – 11:30 ASP Small Commission Room –Use Administrative Svcs. Entrance THINK Certification Program Overview