1. Core-CT Procurement Contracts Training Sponsored by: Office of Policy and Management

2. Getting Started Welcome to Procurement Contracts Training -Instructor introduction -Participant introduction -Training Facility Orientation -Ground rules -Parking Lot

3. Objectives Agenda Overview Procurement Contracts Contracts Process Flow Contract Types Contracts in Core-CT Creating Contracts Approving Contracts

4. Objectives Agenda Copy a Contract from an Existing Contract Copying Existing Contract to a PO Entering PO Change Orders Maintain Contracts Month End Responsibilities Contract Reporting

5. Procurement Contracts C.G.S. Sec. 4-212,4-213, 4-214, 4-215, 4-216, 4- 217, 4-218, 4-219. Personal Service Agreements OPM Website PSA Standards and POS Cost Standards http://www.opm.state.ct.us/finance/pos_standard s/coststandards.htm http://www.opm.state.ct.us/finance/psa/standards.htm http://www.opm.state.ct.us/finance/pos_standard s/coststandards.htm http://www.opm.state.ct.us/finance/psa/standards.htm

6. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Approval Budget Check Dispatch Payables PO Change Orders Contract Amendment PO Chartfield Approval

7. Procurement Contracts – Contract Types BU Award - Business Unit award is a contract that an agency establishes based on GL-71 or delegated statutory purchasing authorities. DAS/DOIT procurement could use this value if they are establishing a contract for a single agency to use (they would need to restrict the business unit to the agency that the contract was developed for on the PO defaults page). Construction - a contract established by DOT, DPW, or any agency that has a construction contract. Grant – is a Grant Award that is either budgeted or federally funded between the state and another entity. Such as another state agency, municipality or for profit business. Loan - used by ECD for the purpose of tracking their loan related contracts. MOU - used when an agency creates a contract previously known as a Memorandum of Understanding or Memorandum of Agreement.

8. Procurement Contracts – Contract Types POC Competitive - used by the social service agencies for their Purchase of Services contracts that were competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type. PON Noncompetitive - used by the social service agencies for their Purchase of Services contracts that were not competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

9. Procurement Contracts – Contract Types PSC Competitive - used by any agency when Personal Service Agreement contracts that were competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type. PSN Noncompetitive - used by any agency when Personal Service Agreement contracts that were not competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

10. Procurement Contracts – Contract Types Rights of Way - used by the DOT for their right of way contracts. Rental Lease - used for Building Leasing or Real Property contracts. Statewide Award - used by DAS and DOIT when creating a contract that all agencies can use. MA (Master Agreement) - used to contract for goods or services resulting from an RFP (Request for Proposal) GL – General Letter (GL71a, b, c, d, e, f, g)

11. Contract Status Open – Add or update Contract Information. Approved – Contract is available to copy to a PO. Canceled – Do not use. Closed – Contract has expired. On-Hold – Contract is on hold from further processing.

12. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Approval Budget Check Dispatch Payables PO Change Orders Contract Amendment PO Chartfield Approval

13. Procurement Contracts Purchasing > Procurement Contracts > Add/Update Contracts 07DCF5555AA Contract ID numbering schema

14. Procurement Contracts – General Contract Contract Types: BU Award Constr. GL Grant Loan MA MOU POC Comp PON Noncomp PSC Comp PSN Noncomp Rght of Wa Rntl Lease Statewide

15. Procurement Contracts - General Contract Voucher Contract Options

16. Entering Contract Retainage

17. Procurement Contracts – Purchase Order Purchasing > Procurement Contracts > Add/Update Contracts 07DCF5555AA Contract ID numbering schema

18. Procurement Contracts – Purchase Order Contract Types: BU Award Constr. GL Grant Loan MA MOU POC Comp PON Noncomp PSC Comp PSN Noncomp Rght of Wa Rntl Lease Statewide

19. Procurement Contracts – Purchase Order

21. Procurement Contracts – OPM Reporting OPM Approval No. Approval Year 2007- log No. 123 Or Not Reqd PSA and POS Contracts that are: Non-competitive; $20,000 or more; or greater than one year in length Competitive; $50,000 or more; or greater than one year in length Require approval or approval for a waiver from OPM.

22. Procurement Contracts – OPM Reporting CGS 13B-20BConsultant Services – DOT CGS 4A-50Contractual Services – DAS CGS 4B-55Consultant Services, Construction – DPW Not Applicable when the Statutory Reference is not one of selections listed above.

23. Procurement Contracts – Purchase Order Line Details

24. Procurement Contracts – Line Details

25. Price can be changed on order

26. Procurement Contracts - Distributions Distributions

27. Procurement Contracts - Distributions

28. Procurement Contracts – Purchase Order

29. Procurement Contracts – Key Points A standard description is required. Make sure you select Price Can Be Changed on Order – on the Contract page and the Line Details page. Unselect the Corporate Contract in the Contract Options section. Only use Lock Chartfield if you do not want the chartfields changed in PO. Process Options used are General Contract and Purchase Order.

30. Procurement Contracts – Key Points All state contracts are required to be entered in Core-CT. Make sure you select the appropriate contract type when creating a contract. One Contract – One Purchase Order. OPM Reporting link has to be completed correctly in order for OPM to report PSA and POS contracts to the Legislature.

31. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Approval Budget Check Dispatch Payables PO Change Orders Contract Amendment PO Chartfield Approval

32. Approving Procurement Contracts Purchasing > Procurement Contracts > Add/Update Contracts 1.Review the Contracts page. 2.Review the PO Defaults link. 3.OPM Reporting Link 4.Review the Lines group box. 5.Review the Line Details icon. 6.Review the Distributions 7.Approve the Contract. Approval Steps 7

33. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Chartfield Approval Budget Check Dispatch Payables PO Change Orders Copy an Existing Contract to a Contract

34. Copy a Contract from an Existing Contract Purchasing > Procurement Contracts > Add/Update Contracts Use the Contract numbering schema Select Contract Process Option – Purchase Order or General Contract

35. Copy a Contract from an Existing Contract

40. OPM Approval No. or Waiver Contracted Entity Statutory Reference

41. Copy a Contract from an Existing Contract

47. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Approval Budget Check Dispatch Payables PO Change Orders Contract Amendment PO Chartfield Approval

48. Copying a Contract to a Purchase Order Navigation: Purchasing > Purchase Orders > Add/Update POs

49. Copying a Contract to a Purchase Order

53. Line Details

54. Copying a Contract to a Purchase Order

55. Physical Nature: Service Receiving is Optional

56. Copying a Contract to a Purchase Order

57. Initial

58. Copying a Contract to a Purchase Order

62. 100,000.00 410,000.00 88.39

63. Copying a Contract to a Purchase Order – Key Points Total Obligated amount is the term of the Contract. The purchase order is created after the contract is approved not when invoiced by the vendor.

64. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Approval Budget Check Dispatch Payables PO Change Orders Contract Amendment PO Chartfield Approval

65. Entering PO Change Orders Navigation: Purchasing > Purchase Orders > Add/Update POs

66. Entering PO Change Orders Navigation: Purchasing > Purchase Orders > Add/Update POs

67. Entering PO Change Orders

71. Entering PO Change Orders – PO Balance Report

72. Procurement Contracts Process Flow Procurement Contract Approval Copy Contract to a Purchase Order Receiving PO Amount Approval Budget Check Dispatch Payables PO Change Orders Contract Amendment PO Chartfield Approval

73. Contract Amendments Purchasing > Procurement Contracts > Add/Update Contracts

74. Contract Amendments Tracking Substance Abuse

75. Contract Amendments

81. Contract Amendments – Key Points Contract Amendments are updates to a contract – add or change contract information. Changes to a contract impact PO. Complete a PO Change Order to add or update the PO to reflect the changes to the contract. PO Obligation has to be updated to reflect the new contract value.

82. Month End Responsibilities Closing Contracts -You can not close a contract if there are active PO transactions against the contract. -Run a PO Balance Report to verify all transactions are complete for the PO. -Make sure the PO qualifies to close. PO Reconciliation Workbench – Closing POs Expired Contracts Report -Close all expired contract

83. Reports CT_CORE_FIN_PO_CONTRACT_ACCTG -This report will assist agencies in verifying accurate contract data and missing data. CT_CORE_FIN_EXPIRED_CONTRACTS -This report will assist agencies in closing expired contracts. EPM Reports

84. Practice Exercises Practice Exercises have been created for the Purchasing modules. General and Program Buyers, Contract Creators, Approvers and Closers can access these exercises, please use the location provided below: http://www.core-ct.state.ct.us/89-training/ Job aids are available at the following location: http://www.core-ct.state.ct.us/user/finjobaids/purchasing.htm

85. Conclusion Today we covered: Overview Procurement Contracts Contracts Process Flow Contract Types Contracts in Core-CT Creating Contracts Approving Contracts

86. Conclusion Today we covered: Copy a Contract from an Existing Contract Copying Existing Contract to a PO Entering PO Change Orders Contract Amendments Month End Responsibilities Contract Reporting

87. Questions