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

2. Getting Started Welcome to Procurement Contracts Training -Instructors introduction -Participant introduction -Training Facility Orientation

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 Procurement Standards, training for procurement standards and POS Cost Standards http://www.ct.gov/opm/cwp/view.asp?a=2981&Q =382994&opmNav_GID=1806 http://www.ct.gov/opm/cwp/view.asp?a=2982&Q =383012&opmNav_GID=1806 http://www.ct.gov/opm/cwp/view.asp?a=2981&Q =382994&opmNav_GID=1806 http://www.ct.gov/opm/cwp/view.asp?a=2982&Q =383012&opmNav_GID=1806

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 Versioning 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/BEST 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, DAS, 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  Competitive is defined as going out to bid through an RFP. Any new contract that is the result of the RFP process would be a Competitive contract. If such contract is extended through an amendment and retains the same contract number, it would remain as a Competitive contract. After the expiration of the contract, if a new contract is entered (with a new contract number) for the same services without issuing a new RFP, even if the contract is with the original vendor, this new contract would be considered Noncompetitive.  POC Competitive - used by the social service agencies for their Purchase of Services contracts that have been 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 have been competitively bid during the term of the contract. 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 BEST 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)  SCS – Statutory Contractural Services – used by DAS, DCS and DOT only  UFA – Utility Force Account – used by DOT only  Stand Tran – Standardization Transaction – to be used when requesting the waiver of the bid or proposal requirement in accordance with CGS 4a-58. Approval must be obtained by DAS before using this value.

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 Versioning PO Chartfield Approval

13. Procurement Contracts – Purchasing > Procurement Contracts > Add/Update Contracts

14. Procurement Contracts – Purchase Order 1. 2. 3. 4. 5. 6.

15. Procurement Contracts – Purchase Order 7.

16. Procurement Contracts – Purchase Order

18. Procurement Contracts – OPM Reporting 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. OPM Approval No. Approval Year 2007- log No. 123 Or “Not Req’d”

19. Procurement Contracts – OPM Reporting CGS 13B-20BConsultant Services – DOT CGS 4A-50Contractual Services – DAS CGS 4B-55Consultant Services, Construction – DAS CGS 4D-2 Consultant Services Not Applicable when the Statutory Reference is not one of selections listed above.

20. Procurement Contracts – Purchase Order Line Details

21. Procurement Contracts – Line Details

22. Price can be changed on order

23. Procurement Contracts - Distributions Distributions

24. Procurement Contracts - Distributions

25. Procurement Contracts – Purchase Order

26. Procurement Contracts – Key Points  A standard description is required and is helpful to note the program  Make sure you select “Price Can Be Changed on Order” – on the Contract page and the Line Details page.  Deselect the Corporate Contract in the Contract Options section if not for more then one BU.

27. 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.

28. 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

29. Approving Procurement Contracts

30. 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

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

32. Procurement Contracts Purchasing > Procurement Contracts > Add/Update Contracts

33. Copy a Contract from an Existing Contract

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

38. Copy a Contract from an Existing Contract

44. 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

45. Copying a Contract to a Purchase Order

50. Line Details

51. Copying a Contract to a Purchase Order

52. Physical Nature: Services Receiving Is required

53. Copying a Contract to a Purchase Order

59. 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.

60. 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

61. Contract Main Page before Change Order

62. Contract Events Page before Change Order Procurement Contracts/Review Contract Information/Events

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

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

65. Entering PO Change Orders

68. Contract Main Page after Change Order

69.  Contract Main Page after Change Order

70. Entering PO Change Orders – PO Balance Report Purchasing/Purchase Orders/Receipts/PO Balance Report

71. 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 Versions PO Chartfield Approval

72. Contract Versioning

79. Contract Versioning – Key Points  Contract Versions 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.

80. 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 PO’s  Expired Contracts-no need to close Expired Contracts

81. 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

82. 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/ http://www.core-ct.state.ct.us/89-training/  Job aids are available at the following location:

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

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

85. Questions