Welcome to the State Procurement User Group Meeting

1. Welcome to theState Procurement User Group Meeting Thursday, February 14th, 2008 8:30am – 11:45am Happy Valentine's Day

2. Announcements • Presentations ~ IT Purchases ~ Contract Location Report & Open Contract by Dollar Range Report ~ New Tips & Tricks / Tech Help Page ~ CSI Purchase Orders ~ Procurement QRC • ~ Revise Service Contract • ~ Combined Full Scope & Certification Training ~ New Commodity Service Dollar Amount Statute Requirement • Questions and Answers Today’s Agenda

3. Announcements - SPB • Welcome Steve Sulek • Second Level Help Desk • ~ Open position • New email address & phone number of the Help Desk • ~ Help Desk Phone Number: 402-471-4636 • ~ Help Desk E-mail: CIO.help@nebraska.gov

4. Announcements - NIS • NIS Update

5. IT Purchases Steve Schafer

6. IT Purchases Please refer to handouts or go to: http://nitc.ne.gov/standards/comment/20080109/01-204_DRAFT_20071220_comment.html

7. Contract Location Report & Open Contract by Dollar Range Report Connie Heinrichs

8. REPORT REVIEW • Contract Location • R571133 • Number of Contracts in $ Range – Open • R5743540

9. Contract Location • What is the purpose of this report? • Which agency owns the contract • Contract Number • Corresponding Business Unit • Vendor Number • Identify the physical signed copy location • Beginning and Ending contract date • Estimated amount

10. Where Does This Information Come From?

11. Navigation • Purchasing - Agencies > Inquiries & Reports > Purchasing Reports > Contract Reports > Contract Location

12. Instructions Start this instruction from the Work with Batch Versions – Available Versions prompting window. Choose the version you wish to run and click SELECT. This report runs in both PDF and CSV formats – CSV will allow data sorting.

13. Instructions • Choose Data Selectionand Submit. Clicking Data Sequencing will allow users to sort by Amount.

14. Instructions • The Data Selection window appears.

15. Instructions 4. Complete the following fields: • Line 1 = Order Type is equal to • O4 = Services • OC = Commodities O4 and OC can be ran at the same time, example above only shows the O4’s

16. Instructions • Line 2 = Agency Number • Choose your specific Agency • Line 3 = Do Not Change • Line 4 = Order Type is equal to • O4 = Services • Line 5 = Do Not Change • Line 6 = Do Not Change State Wide Contracts will always print

17. Instructions • Click OK. The Processing Options window appears. Complete the following fields: • Contract Beginning Date = The date that will show all active contracts past this date

18. Instructions • Click OK. The Printer Selection window appears • Click OK. • Click Close View the Report via Submit Job or View Job Status. For step-by-step instructions, please refer to the Working with Submitted Reports work instructions. Choose the Job Details to view (R5743878 _…) once the Description is "Done". For more information on viewing reports in CSV, refer to the Running/Viewing Reports in CSV work instructions in the System Basics manual.

19. Report Results

20. Number of Contracts in Dollar Range - Open (R5743540) • What is the purpose of this report? • List Contract Description • List Vendor • Estimated Contract Amount • Open Contacts ONLY • Pulled from Dates • Report is based on date only, not status code. The date is pulling from the cancel date on the Header

21. Navigation

22. Instructions • Start this instruction from the Version Prompting window. Choose Data Selection.

23. Instructions • Click Submit. The Data Selection window appears.

24. Instructions • Leave the first two lines as is; the amounts will be entered at the Processing Options window. This report is automatically setup to run on both commodity and service contracts. To narrow report by commodity contracts only or service contracts only, change the Right Operand in the third row (Order Type) to read either O4 (for Service Contracts) or OC (for Commodity contracts).

25. Instructions • To run the report by agency, enter the following information in the next blank line: • Left Operand: "Agency Number (F4301) (AN8) • [BC]"Comparison: "is equal to" • Right Operand: "literal." Enter the 3-digit agency number. This field pulls from the Business Unit Master table which ties to the business unit field on the order header.

26. Instructions Click OK. The Processing Options window appears

27. Instructions Enter the amount range and date range for which to run the report. The "From Cancel Date" is pulling from the Order date on the Contract Order Header. The "To Cancel Date" is pulling from the Cancel date on the contract Order Header. Click OK. The Printer Selection window appears. Click OK. You will return to the main menu This report runs in both PDF and CSV formats.

28. Instructions • View the Report via Submit Job or View Job Status. For step-by-step instructions, please refer to the Working with Submitted Reports work instructions. • For more information on viewing reports in CSV, refer to the Running/Viewing Reports in CSV work instructions in the System Basics manual

29. Report Results

30. Report Results

31. New Tips & Tricks / Tech Help Page Brian Svik

32. The old Tips & Tricks Page on the NIS Site (www.das.state.ne.us/nis) has become the Technical Help Page New Tips & Tricks / Tech Help Page

33. CSI Purchase Orders Kay McKay & Amy Archuleta

34. Procure to Pay Ordering from CSI (Cornhusker State Industries) Through NIS Start Date: April 1, 2008

35. Work Instructions • NIS Mini Manuals • http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/miniman/index.html

36. Why Use this Process • Encumbers Funds • Goods are Received In NIS • Payments are made by IBT Process • Sales Orders are Created from PO • Purchase Order Automatically Routes to CSI • Warranty Tracking for Furniture

37. What Must You Do Before Using • Approval Route MUST be Created • Contact Authorized Agent • Agent will Contact Help Desk • Authorized Agent • Agency Approval Prior to $5.00 • @$5.00 • Kate Severin • Fran Thompson

38. Sample of Approval Route OH

39. Menu Path

40. Things to Rememberon Purchase Order (OH) • Supplier Number - enter CSI’s Address Book number --- 467--- THIS MUST BE AN "AG" SEARCH TYPE. • Ship To - address to which the goods are to be delivered or the location where services are to be performed • Promised Delivery – Enter the date that CSI promised to deliver this order. (This date may be found on the Sale Quote provided to you by CSI Sales Staff.)

41. Things to Rememberon Purchase Order (OH) • NIGP Number/Inventory Number – this represents the CSI Stock Code: Reference the Sale Quote or the CSI Supply Catalog for the number to be used. If using the supply catalog you must preface the catalog number with an “*” before the number. Example: *G-CR-600-311, or *G-CR-150-2-502 the system will self populate the Stock Number, 3 Digit NIGP and NIGP Sub. • Report Code 3 – CSI

42. DCS - CSI • Creates Sales Order • Work Order if required • Ship Confirms Order • Create Interagency Billing Transaction (ITB)

43. Receipt of Purchase Order OH • Receive Purchase Order OH once goods arrive at agency • Post O batch

44. Things to Remember At 3-Way Match • Order Number – Type the purchase order number to be matched to the voucher. • Order Type - OH. • Supplier – Type the supplier's Address Book number. -- 467 • Invoice Num. – Type the IBT number Example (188364R6). • Gross Amount – Type the amount of the pay item. • Invoice Date – Type the date printed on the supplier's invoice. • G/L Date – Type the current date. • Co. (Fund) – Type the number of the fund responsible for the voucher. • Business Unit – Type the business unit number.

45. Things to Remember At 3-Way Match DO NOT CHANGE the Discount Due Date or the Due Date. If either field needs to be changed, please follow the work instructions for Special Handling a Voucher. Payee Number – DO NOT CHANGE. Contact the Address Book representative at DAS - State Accounting for changes. Changes to this field will create vendor payment problems Post the V Batch

46. Procurement QRC Kay McKay

47. Procurement QRC The Procurement QRC can be found on the NIS Website Training Manuals under the Procurement module. Click here

48. Revising A Service Contract Kay McKay

49. New Work Instructions

50. What May Cause A Revision • Annual or Monthly Maintenance Fees • Consumer Price Index Percentage • Increases or decreases • Increase Quantity • Revision to Cost • Add New Detail Lines • Contract Renewals As Agreed Upon in the RFP or Contract Amendment