1. FI$Cal Change Discussion Guide Procurement Guide April 2016

2. FI$Cal: Transparency. Accuracy. Integrity.2 April 2016 Procurement Overview Create Requisition Approve Requisition Budget Check Create Solicitation Create Bid Response Approve Solicitation Analyze Solicitation Award Solicitation Create Purchase Order Budget Check Purchase Order Approve Purchase Order Create Procurement Contract Approve Contract Dispatch Purchase Order Create Receipt Create RTV Dept Requestor Dept Req Approver Dept Event Buyer Dept Event Approver Vendor/Bidder Collaborators Dept Contract Buyer Dept Contract Approver Dept Buyer Dept PO Approver Dept Receiving Processor Encumbrances PO Data Commitment Control Project & Activity Project Costing Account Payables Receipts Asset Management

3. FI$Cal: Transparency. Accuracy. Integrity.3 April 2016 P-Card Overview Create PO Using P-Card Number Upload Monthly Statements Approve Transactions Accounts Payables Transactions in AP Staging table P-Card transactions Dept. P-Card Req and P- Card User Dept. P-Card Reconciler Dept. P-Card Approver Card Holder information report Account Summary report Purchase details report Top Merchant category report Notify Cardholder Reconcile Statement

4. FI$Cal: Transparency. Accuracy. Integrity.4 April 2016 Process OverviewKey Impacts The Create and Approve Requisitions process covers all activities related to creating, approving, and processing a requisition This includes the following sub- processes:  Create/Update Requisition  Approve Requisition Requisitions are created and approved in FI$Cal Funding information is validated in FI$Cal New Chart of Accounts (COA) will be used on requisitions Users have the ability to assign an item as an asset when creating a requisition Acquisition Type and Method is captured in requisitions State Agency Buy Recycled Campaign (SABRC), Environmentally Preferable Purchasing (EPP) compliance information, and Leveraged Procurement Agreements (LPA) & CalPIA Items are entered in FI$Cal Buyers can copy requisitions over to purchase orders Information entered into a requisition will auto-flow to solicitations, contracts, and purchase orders Procurement Create and Approve Requisitions

5. FI$Cal: Transparency. Accuracy. Integrity.5 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Requisitions 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] Create and Approve Requisitions

6. FI$Cal: Transparency. Accuracy. Integrity.6 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription Requisition ProcessorEnd users who create requisitions. Also identify need to produce goods and/or services. Requisition Approver 1 End users who approve requisitions. End users assigned Requisition Approver 1 approve requisitions as a first-level review by a program approver. Requisition Approver 2 End users who approve requisitions. End users assigned Requisition Approver 2 approve requisitions as a second-level review. Requisition Ad Hoc Approver End users who can be added as part of the requisition workflow for approving requisitions. Inserted Ad Hoc approvers apply only to the current requisition being approved. Create and Approve Requisitions

7. FI$Cal: Transparency. Accuracy. Integrity.7 April 2016 Process Overview The Manage Purchase Orders process is used to create and approve purchase orders (POs) and change orders (amendments) for existing POs This includes the following sub- processes:  Create Purchase Order/Change Order  Approve Purchase Order/Change Order  Run Budget Check (Encumbrance)  Dispatch Purchase Order  Purchase Order Inquiry The following information will be captured in POs:  United Nations Standard Product and Service Codes (UNSPSC)  Acquisition Type and Method The following information can be captured in POs:  SABRC Recycle and EPP categories  SB/DVBE – subcontracting information  LPA & CalPIA Items Email, print, and fax dispatch methods are available for POs Procurement Manage Purchase Orders

8. FI$Cal: Transparency. Accuracy. Integrity.8 April 2016 Key Impacts POs will be created, encumbered, approved, and dispatched in FI$Cal New Chart of Accounts will be used on POs Budget Check (encumbrance) including ChartField validation and checking of funds availability will be performed through the processing Users will have the ability to designate an item as an asset on the PO Information entered into a requisition solicitation, and contract will auto-flow to POs Change orders may require the PO to be re-approved and re-dispatched Enhanced SABRC/EPP tracking and reporting SCPRS data resides in FI$Cal  FI$Cal departments do not have to record purchase order and contract information Electronic routing and approvals of POs SB/DVBE information on the PO will be auto-populated from the certification module in FI$Cal Contract information can be linked to the PO in FI$Cal Information entered into a PO will auto- flow to receipts, vouchers, and procurement card Procurement Manage Purchase Orders

9. FI$Cal: Transparency. Accuracy. Integrity.9 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Purchase Orders 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] Manage Purchase Orders

10. FI$Cal: Transparency. Accuracy. Integrity.10 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription PO BuyerEnd users who create purchase orders. Only users with the role of PO Buyer will be allowed to create POs. PO Approver 1End users who approve purchase orders, including contract managers. End users assigned PO Approver 1 approve POs as a first-level program approval. PO Approver 2.End users who approve purchase orders, including contract managers. End users assigned PO Approver 2 approve POs as a second-level approval and budget/accounting review. PO Approver 3End users who approve purchase orders, including contract managers. End users assigned PO Approver 3 approve POs as a third-level approval (authorizing signature) for orders less than $50,000. Manage Purchase Orders

11. FI$Cal: Transparency. Accuracy. Integrity.11 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription PO Approver 4 End users who approve purchase orders, including contract managers. End users assigned PO Approver 4 approve POs as a third-level approval (authorizing signature) for orders greater than or equal to $50,000. PO Ad Hoc ApproverEnd users who can be added as part of the PO workflow for approving POs PO Receiving Processor End users who receive goods, perform inspections, return items to vendors and receive services (including acknowledgement of services received, e.g., approving invoices for services received). PO Confidential UserEnd users who have access to confidential purchasing data (typically limited to a very small group of people). Manage Purchase Orders

12. FI$Cal: Transparency. Accuracy. Integrity.12 April 2016 Process OverviewKey Impacts The Process Procurement Card (P- Card) Transactions process is used to process P-Card transactions performed via:  Requisition/PO created prior to obtaining goods/services  Directly at Merchant This includes the following sub processes:  Create and Administer Cardholder Profile  Reconcile P-Card Transaction  Approve P-Card Transaction  Generate Payment to the Bank P-Card billing statements interfaced into FI$Cal on a monthly cycle P-Card transaction reconciliation will be done online in FI$Cal Automated notifications will be sent to P-Card reconcilers when the bank statements are loaded and ready for reconciliation A grace period notification will be sent for unreconciled transactions after the deadline Proxy users may be designated to reconcile and approve on behalf of the cardholder Procurement Process P-Card Transactions

13. FI$Cal: Transparency. Accuracy. Integrity.13 April 2016 Key Impacts Reconciled and approved transactions are electronically sent to Accounts Payable (AP) for payment processing Approved transactions will be picked up to create a voucher for payment generation If transactions are tied to a PO, funds will be encumbered once the PO is approved  If a transaction is not tied to a PO, department must encumber manually Procurement information, such as UNSPSC and Acquisition Type and Method must be entered during P-Card Reconciliation if PO was not created Receipts for P-Card transactions must be attached/uploaded into FI$Cal SB/DVBE and SABRC Recycle can be entered when reconciling  If information is entered, the information will auto-flow to reporting  If information is not entered, the information must be manually tracked to report Administration of P-Card accounts is managed by department/ managing account Reconciler will need to split the transaction into multiple lines when needed Reconciler will be responsible for marking a transaction to dispute All departments in FI$Cal will be on the same P-Card billing cycle. Procurement Process P-Card Transactions

14. FI$Cal: Transparency. Accuracy. Integrity.14 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around P-Card 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] Process P-Card Transactions

15. FI$Cal: Transparency. Accuracy. Integrity.15 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription P-Card ReconcilerEnd users who reconcile P-Card transactions for themselves and others in the department, update distributions (individuals and card proxies) and enter procurement data such as UNSPSC, Acquisition type and recycle information. P-Card ApproverEnd users who approve P-Card transactions. P-Card MaintainerEnd users who manage P-Card administration activities, including assigning and removing P-Cards, and managing proxies. Process P-Card Transactions

16. FI$Cal: Transparency. Accuracy. Integrity.16 April 2016 Process OverviewKey Impacts The Receive Goods and/or Services process records the receipt of goods and/or services by the State, and verifies conformance to shipping documents and PO requirements This includes the following sub- processes:  Create Receipt  Inspect Good/Service Received  Create Return to Vendor (RTV) Receipts and RTVs will be entered in FI$Cal Information entered into a PO will auto- flow to receipts Reject quantities, reject reason and disposition are recorded in the system for full traceability Full receipt or partial receipt(s) may be performed Receiving for service POs may be performed in dollars (amount) rather than quantity Procurement Receive Goods/Services

17. FI$Cal: Transparency. Accuracy. Integrity.17 April 2016 Key Impacts Asset Management will be integrated with receiving in FI$Cal Receiving/Inspection will be integrated with the AP module of FI$Cal for automated matching between:  PO  Voucher  Receipt  Inspection (when required) Automated update of PO status when goods/services are received Key Impacts Blind receiving will be implemented  Department Receivers will not be able to see the PO quantity and must enter the actual quantity received RTV instructions and reason codes are incorporated in creating an RTV Bar code scanning functionality is available for departments who choose to use it when receiving Procurement Receive Goods/Services

18. FI$Cal: Transparency. Accuracy. Integrity.18 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Receiving 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] Receive Goods/Services

19. FI$Cal: Transparency. Accuracy. Integrity.19 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription PO Receiving Processor End users who receive goods, perform inspections, return items to vendors and receive services (including acknowledgement of services received, e.g., approving invoices for services received). Receive Goods/Services

20. FI$Cal: Transparency. Accuracy. Integrity.20 April 2016 Process OverviewKey Impacts The Manage Sourcing (Solicitations) process covers the activities related to creating, managing, and awarding solicitation events This includes the following sub- processes:  Create Sourcing Event/ Solicitation  Approve & Post to CSCR  Manage Bid  Respond to Bid  Manage Protest  Award to Contract/PO  Intent to Award Solicitation events may be entered directly into FI$Cal or may originate from a requisition Solicitation formats may be RFx, RFI, Auction Public solicitation event, bid by invitation, or combination are available Multiple bids may be allowed Addenda/changes to a solicitation are tracked as solicitation event versions Procurement Manage Sourcing

21. FI$Cal: Transparency. Accuracy. Integrity.21 April 2016 Key Impacts The Sourcing Event Processor can select collaborators to provide edits The solicitation event is approved and posted in CSCR, and notifications sent to suppliers Where applicable, create Notice of Intent to Award  If there is no protest, award purchase order or contract  If there is a protest, follow protest resolution process Solicitation is awarded to a contract or a PO Two Envelope Solicitation process supported Online tabulation may be exported to excel for further analysis & processing A solicitation plan can be created and associated to a solicitation event Procurement Manage Sourcing

22. FI$Cal: Transparency. Accuracy. Integrity.22 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Sourcing 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] Manage Sourcing

23. FI$Cal: Transparency. Accuracy. Integrity.23 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription Solicitation and Contract Buyer End users who create, modify and post advertisements for solicitation events and/or create and modify transactional procurement contracts. Solicitation ApproverEnd users who approve solicitations. Solicitation Ad Hoc Approver End users who can be added as an approver as needed for approving solicitation events Manage Sourcing

24. FI$Cal: Transparency. Accuracy. Integrity.24 April 2016 Process OverviewKey Impacts The Administer Vendor Contracts process covers the activities related to creating and administering contracts This includes the following sub- processes:  Create Contract  Add Contract Document  Approve Contract  Encumber against Contract using PO  Evaluate for Amend, Rebid, and Retire For multiple year contracts, auto- release frequency can be set up Wet signatures on contracts are still required Contracts will be created for Leveraged Procurement Agreements (LPAs) and departmental contracts FI$Cal will track and enforce spending limits against maximum amount and contract term (start and end) dates PO must be created to encumber against a contract Procurement Administer Vendor Contract

25. FI$Cal: Transparency. Accuracy. Integrity.25 April 2016 Key Impacts Process ends when contract is available to departments for procurement of goods and/or services, evaluated for rebid, extension or closeout Email, print, and fax dispatch methods are available for contracts A document library will be maintained to contain reusable clauses, configurators, question groups, questions and other document authoring components Procurement Administer Vendor Contract

26. FI$Cal: Transparency. Accuracy. Integrity.26 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Vendor Contracts 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] Administer Vendor Contract

27. FI$Cal: Transparency. Accuracy. Integrity.27 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription Solicitation and Contract Buyer End users who create, modify and post advertisements for solicitation events and/or create and modify transactional procurement contracts. Contract ApproverEnd users who approve procurement contracts at the first-level. Contract Approver 2End users who approve procurement contracts at the second-level. Intended for a budget reviewer/ approver. Contract Approver 3End users who approve procurement contracts at the third-level for contract amounts less than $50,000 Contract Approver 4End users who approve procurement contracts at the third-level for contract amounts equal to or greater than $50,000. Administer Vendor Contract

28. FI$Cal: Transparency. Accuracy. Integrity.28 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription Contract Ad Hoc Approver End users who can be added to the contract workflow as needed for approving contracts. Administer Vendor Contract

29. FI$Cal End-User Training Procurement FI$Cal: Transparency. Accuracy. Integrity.29 April 2016 *FS101 and FS102 are mandatory for all FI$Cal end users Course IDCourse NameDuratio n Delivery FS101*Introduction to FI$Cal 4 hours WBT FS102*FI$Cal Navigation 4 hours WBT PO101Introduction to Purchasing 4 hours ILT PO112Processing Requisitions 2 hours WBT PO113Additional Requisition Processes2 hoursWBT PO122Processing Purchase Orders 4 hours ILT PO123Additional PO Processes 4 hours WBT PO132Managing Receiving 4 hours WBT PO142/152Processing Solicitations and Procurement Contracts 4 hours ILT PO143Additional Solicitation Processes 4 hours WBT PO153Additional Procurement Contract Processes 4 hours WBT PO214Approving Requisitions 4 hours WBT

30. FI$Cal End-User Training Procurement Course IDCourse NameDurationDelivery PO225Approving Purchase Orders 4 hours WBT PO226Using Procurement Cards 4 hours WBT PO244Approving Solicitations 4 hours WBT PO254Approving Procurement Contracts 4 hours WBT FI$Cal: Transparency. Accuracy. Integrity.30 April 2016

31. FI$Cal: Transparency. Accuracy. Integrity.31 April 2016 For additional information on end-user training, visit the Training page of the FI$Cal Project website at : http://fiscal.ca.gov/training-academy/index.html FI$Cal End-User Training