1. Procurement Forum
May 15, 2012

2. Follow up items from last month
AASIS Task List
OSP Task List

3. 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.
Decimal places – AASIS staff is researching how to accomplish this but will not be reviewed in depth until after 7/1 – Transparency Website Deployment.
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.

4. 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
If there is something that an agency would like to on a statewide contract, please let OSP know and it will be researched.

5. Navigating Reports in US Bank

6. Reports on Specific Vendors
Click on Reporting

7. Click on Financial Management

8. Click on Transaction Detail
Reports in US Bank
Click on Transaction Detail

9. Choose the date range you need to look at

10. 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 can be ran in multi ways (this example is by the individual merchant. You can also run a monthly transaction reports.

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

12. Transaction Report in Excel
You can save the excel report and sort by Merchant/

13. Declined Transaction Report

14. Click on Program Management
Click on Reporting
Click on Program Management

15. Click on down arrow choose excel Click on Run Report Icon
Report Output
Click on down arrow choose excel
Click on Run Report Icon

16. This is what your decline report will look like
This is what your decline report will look like. This report can be used to monitor activity daily.

17. 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.

18. Upcoming Contracts Paint First Aid Kits Portable Toilet Rentals
Protective Vests
Linens (sheets & towels)
Heavy Equipment – Kubota & Caterpillar
Podcast listed on the OSP Website > Buy Wise Podcasts

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

20. AASIS Info

21. 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
Easy Screen
-Testers have been using it in production

22. Date
Agency
5/22-24
(6 time slots)
State Police, AETN, ADEQ, Agriculture, ADEM, DWS
5/30/12
Train the Trainer – DFA, DIS, Parks & Tourism, Health, Career Ed/Rehab, DCC, ADC, DHS
6/4/12
DFA, 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
6/11/12
Parks & Tourism, Health, Dept. of Heritage, AEDC, Veteran Affairs, Natural & Cultural Resources
6/18/12
AR 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.
6/25/12
DHS

23. Transparency Contracts for Leases
Lease Contracts – we are recommending that you do not enter these until you receive full step by step instructions that are being developed. The ABA Property lease code is in now in production and instructions will be posted the week of May 29th.
-ABA Property Leases
There is a new procurement code (PL)
Each Agency should create their own Outline Agreement for the term of the lease
Attach a copy of the “Lease” to the OA
Create PO’s for each fiscal year, adopted from the OA
Enter a goods receipt & invoices, referencing the PO to tie all expenditures to the contract
-Equipment Leases
Attach a copy of the lease documentation, if existing, to the OA
NOTE: On the Req, PO & OA, the State Contract Number MUST be entered into the “Tracking Number” Field

24. Purchase Requisition

25. Purchase Order

26. Outline Agreement

27. 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
Currently there are problems with creating po’s by adopting from OSP’s OA’s:
Unable to change UOM (ZLS)
Creating double lines (shows contract ZLS price and Agency’s price when they change UOM) Showing both
AASIS is working to correct this.

28. 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)

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