Procurement Officer  Training

Procurement Officer Training PowerPoint PPT Presentation


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Procurement Officer Training

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1. Procurement Officer Training

2. BuySpeed Online ?2009. Periscope Holdings, Inc. 2 Agenda Overview of Procure.AZ System Navigation Creating and Managing Bids Completing and Managing the Blanket/Contract Purchase Order Change Orders

3. Overview of Procure.AZ

4. BuySpeed Online ?2009. Periscope Holdings, Inc. 4 Overview – What is Procure.AZ? Online eProcurement System Phase I - Replace SPIRIT system Vendor management Bid/solicitation management Contract management/ordering Phase II - Single statewide eProcurement system Requisitions, POs, Receiving Full integration to state financial system Standard integration API for state, local agencies

5. BuySpeed Online ?2009. Periscope Holdings, Inc. 5 Overview – Why Procure.AZ? Capture Spend Data. Maximize the capture of spend data from all transactions occurring against the contracts and/or under purchase orders issued within the System. Provide for Scalability. Have the ability to capitalize on changing organizational and market environments by changing, scaling and expanding the capacity of the System. Standardization and Transparency. Increase uniformity in procurement procedure and supplier interaction standards, and centralize statewide purchasing data.

6. BuySpeed Online ?2009. Periscope Holdings, Inc. 6 Overview – Who will use Procure.AZ?

7. BuySpeed Online ?2009. Periscope Holdings, Inc. 7 Overview - Hierarchy

8. BuySpeed Online ?2009. Periscope Holdings, Inc. 8 Overview - Terminology

9. System Navigation

10. BuySpeed Online ?2009. Periscope Holdings, Inc. 10 Login Page User will receive login and password for the production system via email. In the email will be the web address for BuySpeed Online. Web based system will not have to wait for MOIT to install any software. The initial password will be a temp password, system will require them to change it the first time the login. Userid and password are not case sensitive? User will receive login and password for the production system via email. In the email will be the web address for BuySpeed Online. Web based system will not have to wait for MOIT to install any software. The initial password will be a temp password, system will require them to change it the first time the login. Userid and password are not case sensitive?

11. BuySpeed Online ?2009. Periscope Holdings, Inc. 11 Home Page/Control Center As a dept user you will have your documents listed … any document that requires your attention or intervention. The 5 latest documents for that particular status are displayed. If there are addt’l documents “view more…’ will be listed below that set of documentsAs a dept user you will have your documents listed … any document that requires your attention or intervention. The 5 latest documents for that particular status are displayed. If there are addt’l documents “view more…’ will be listed below that set of documents

12. BuySpeed Online ?2009. Periscope Holdings, Inc. 12 Header Bar Show an example for each of the icons Search – PO #6 – explain the wildcard will find any purchase order with 6 in the # field. Explain this applies for text as well. Help – explain this a table of contents (TOC) based on user role, select plus to further display a chapter in the toc. Admin rpts – dept access users will not use these, Purchasing will have access to these reports Dashboard – explain / select a document type and it shows the numbers of items per status, can actually open the document from this screen G2b punch will not be used by baltimore Logout – don’t tell users unless someone asks – the x at the top will do the same as selecting logout. Want them to get in the habit of using the logout function.Show an example for each of the icons Search – PO #6 – explain the wildcard will find any purchase order with 6 in the # field. Explain this applies for text as well. Help – explain this a table of contents (TOC) based on user role, select plus to further display a chapter in the toc. Admin rpts – dept access users will not use these, Purchasing will have access to these reports Dashboard – explain / select a document type and it shows the numbers of items per status, can actually open the document from this screen G2b punch will not be used by baltimore Logout – don’t tell users unless someone asks – the x at the top will do the same as selecting logout. Want them to get in the habit of using the logout function.

13. BuySpeed Online ?2009. Periscope Holdings, Inc. 13 NIGP Codes National Institute of Governmental Purchasing - (NIGP) Code NIGP is a coding structure for standardized purchasing. The NIGP code is available as a 3-digit class code, a 5-digit class-item code, a 7-digit class-item-group code, and a detailed 11-digit code commodity code You can browse the NIGP code using the Browse feature or directly from within a requisition At your leisure check out www.nigp.com and www.nigp.org NIGP Codes – National Institute of Governmental Purchasing is a coding structure for standardized purchasing. The code is maintained and supported by Periscope. Code is widely used in the public sector utilized by 1400 governmental entities, including 30 states. The Code is now available as a 3-digit class code, a 5-digit class-item code, a 7-digit class-item-group code, and a detailed 11-digit code. Department users will use the 5 digit code. Use the picture to show the 620 / 80 subdivide then talk about the 7/11 breakdown.At your leisure check out www.nigp.com and www.nigp.org NIGP Codes – National Institute of Governmental Purchasing is a coding structure for standardized purchasing. The code is maintained and supported by Periscope. Code is widely used in the public sector utilized by 1400 governmental entities, including 30 states.The Code is now available as a 3-digit class code, a 5-digit class-item code, a 7-digit class-item-group code, and a detailed 11-digit code. Department users will use the 5 digit code. Use the picture to show the 620 / 80 subdivide then talk about the 7/11 breakdown.

14. BuySpeed Online ?2009. Periscope Holdings, Inc. 14 Header Bar - NIGP Code Browse At your leisure check out www.nigp.com and www.nigp.org NIGP Codes – National Institute of Governmental Purchasing is a coding structure for standardized purchasing. The code is maintained and supported by Periscope. Code is widely used in the public sector (utilized by 1400 governmental entities, including 30 states – this is just fyi) The Code is now available as a 3-digit class code, a 5-digit class-item code, a 7-digit class-item-group code, and a detailed 11-digit code. BuySpeed Online utilizes Explain that this screen is purely a browse function. It does not allow you to select (click) the NIGP to add to a document etc. Also, a side note for trainers is that from this view they can see the entire description when they do a search, it doesn’t always display the entire description (those fields aren’t large/long enough) Have the class select the code from previous slide (620 – 80). They can use the basic control keys that apply to internet applications and microsoft word (ctrl+end) or (ctrl+home) – go to the bottom to exit. Have them exit back to control panel. If users ever ask about using the back button on the internet toolbar. It isn’t recommended. It will work if there isn’t data they’ve entered that needed to be saved otherwise they will lose data they’ve entered. Fyi-for trainer. It does work on this screen but sometimes it’s too confusing to them to know when to use it or not.At your leisure check out www.nigp.com and www.nigp.org NIGP Codes – National Institute of Governmental Purchasing is a coding structure for standardized purchasing. The code is maintained and supported by Periscope. Code is widely used in the public sector (utilized by 1400 governmental entities, including 30 states – this is just fyi) The Code is now available as a 3-digit class code, a 5-digit class-item code, a 7-digit class-item-group code, and a detailed 11-digit code. BuySpeed Online utilizes Explain that this screen is purely a browse function. It does not allow you to select (click) the NIGP to add to a document etc. Also, a side note for trainers is that from this view they can see the entire description when they do a search, it doesn’t always display the entire description (those fields aren’t large/long enough) Have the class select the code from previous slide (620 – 80). They can use the basic control keys that apply to internet applications and microsoft word (ctrl+end) or (ctrl+home) – go to the bottom to exit. Have them exit back to control panel. If users ever ask about using the back button on the internet toolbar. It isn’t recommended. It will work if there isn’t data they’ve entered that needed to be saved otherwise they will lose data they’ve entered. Fyi-for trainer. It does work on this screen but sometimes it’s too confusing to them to know when to use it or not.

15. BuySpeed Online ?2009. Periscope Holdings, Inc. 15 Header Bar - My Account Screen Explain each field and ask class not make changes here in the training system. Good idea to view this screen the first time they login – to check/verify their info. Approvers will use proxy – dept access user will probably not use it. To use the proxy, select a name from the list then activate. -- in use while on vacation, on leave, etc. When they need to turn it off just deselect activate proxy but they can leave the name valued.Explain each field and ask class not make changes here in the training system. Good idea to view this screen the first time they login – to check/verify their info. Approvers will use proxy – dept access user will probably not use it. To use the proxy, select a name from the list then activate. -- in use while on vacation, on leave, etc. When they need to turn it off just deselect activate proxy but they can leave the name valued.

16. BuySpeed Online ?2009. Periscope Holdings, Inc. 16 Header Bar - Customer Service

17. BuySpeed Online ?2009. Periscope Holdings, Inc. 17 Header Bar – About Screen The About link displays the version of the BuySpeed Online application that you are running. The “tag” information may be requested when you contact customer support.

18. BuySpeed Online ?2009. Periscope Holdings, Inc. 18 Navigation Bar - Home

19. BuySpeed Online ?2009. Periscope Holdings, Inc. 19 Navigation Bar - Items The Items link displays groupings of items available on the blanket purchase orders (POs) created in Procure.AZ. This link is useful for quickly finding items already on contract that you can order from. Making a selection from this link allows you to add an item to a new requisition or to add an item to an existing requisition in progress. The items link is not to be confused with the items tab, which is next to the General tab once you begin the New Requisition process. – don’t need to say this they will not understand at this point This link is used for BLANKETS ONLY. When you select an item a screen displays to give you an option to add that item to an existing release requisition in progress or to a new requisition Select furniture and related services and the sub-group that displays. From the screen that displays they can start a requisition but don’t do it for class. Master blanket number and item listed, also whether it’s a direct release or not. Direct release indicates there is no approval path, the master blanket has already been approved to go straight to the vendor. So once you submit for approval it will go directly to vendor (there’s another step) after automatic approval but save and continue to send to vendorThe items link is not to be confused with the items tab, which is next to the General tab once you begin the New Requisition process. – don’t need to say this they will not understand at this point This link is used for BLANKETS ONLY. When you select an item a screen displays to give you an option to add that item to an existing release requisition in progress or to a new requisition Select furniture and related services and the sub-group that displays. From the screen that displays they can start a requisition but don’t do it for class. Master blanket number and item listed, also whether it’s a direct release or not. Direct release indicates there is no approval path, the master blanket has already been approved to go straight to the vendor. So once you submit for approval it will go directly to vendor (there’s another step) after automatic approval but save and continue to send to vendor

20. BuySpeed Online ?2009. Periscope Holdings, Inc. 20 Navigation Bar - Documents Department users can create new documents for req and receipts The dropdown shows the statuses by document type you are able to viewDepartment users can create new documents for req and receipts The dropdown shows the statuses by document type you are able to view

21. BuySpeed Online ?2009. Periscope Holdings, Inc. 21 Navigation Bar - Vendors The vendors entered their NIGP commodity codes during their BuySpeed Online registration These codes are for services and products Might have mouse infestation and you need extermination services or need someone to repair concrete sidewalks as well as needing cpr training. Looking for a vendor who has recycled insulation materials - 010 – acoustical tile, insulating materials 010-83 -- vendor name displays Show the search screen for vendor, select v from browse or enter van (for vandalay) wildcard – finds anything with van The vendors entered their NIGP commodity codes during their BuySpeed Online registration These codes are for services and products Might have mouse infestation and you need extermination services or need someone to repair concrete sidewalks as well as needing cpr training. Looking for a vendor who has recycled insulation materials - 010 – acoustical tile, insulating materials 010-83 -- vendor name displays Show the search screen for vendor, select v from browse or enter van (for vandalay) wildcard – finds anything with van

22. Creating and Managing Bids

23. BuySpeed Online ?2009. Periscope Holdings, Inc. 23 Solicitation ‘Bid’ Creation Process

24. BuySpeed Online ?2009. Periscope Holdings, Inc. 24 Solicitation ‘Bid’ Response Process

25. BuySpeed Online ?2009. Periscope Holdings, Inc. 25 Solicitation ‘Bid’ Process

26. BuySpeed Online ?2009. Periscope Holdings, Inc. 26 Solicitation ‘Bid’ Creation – General Info

27. BuySpeed Online ?2009. Periscope Holdings, Inc. 27 Error Messages

28. BuySpeed Online ?2009. Periscope Holdings, Inc. 28 Solicitation ‘Bid’ Creation – Items

29. BuySpeed Online ?2009. Periscope Holdings, Inc. 29 Solicitation ‘Bid’ Creation – Items

30. BuySpeed Online ?2009. Periscope Holdings, Inc. 30 Solicitation ‘Bid’ Creation – Items

31. BuySpeed Online ?2009. Periscope Holdings, Inc. 31 Solicitation ‘Bid’ Creation – Bidders

32. BuySpeed Online ?2009. Periscope Holdings, Inc. 32 Solicitation ‘Bid’ Creation – Questions

33. BuySpeed Online ?2009. Periscope Holdings, Inc. 33 Solicitation ‘Bid’ Creation – Q&A

34. BuySpeed Online ?2009. Periscope Holdings, Inc. 34 Solicitation ‘Bid’ Creation - Attachments

35. BuySpeed Online ?2009. Periscope Holdings, Inc. 35 Solicitation ‘Bid’ Creation - Attachments

36. BuySpeed Online ?2009. Periscope Holdings, Inc. 36 Solicitation ‘Bid’ Creation - Summary

37. BuySpeed Online ?2009. Periscope Holdings, Inc. 37 Solicitation ‘Bid’ Creation – Ready to Send

38. BuySpeed Online ?2009. Periscope Holdings, Inc. 38 Solicitation ‘Bid’ Amendments

39. BuySpeed Online ?2009. Periscope Holdings, Inc. 39 Solicitation ‘Bid’ Amendments

40. 40 Solicitation ‘Bid’ Amendments

41. BuySpeed Online ?2009. Periscope Holdings, Inc. 41 Solicitation ‘Bid’ Creation – Sent

42. BuySpeed Online ?2009. Periscope Holdings, Inc. 42 Bid Opening and Tabulation

43. BuySpeed Online ?2009. Periscope Holdings, Inc. 43 Bid Tab - Revisions

44. BuySpeed Online ?2009. Periscope Holdings, Inc. 44 Bid Tab – Evaluation and Award

45. BuySpeed Online ?2009. Periscope Holdings, Inc. 45 Bid Tab – Questions

46. BuySpeed Online ?2009. Periscope Holdings, Inc. 46 Bid Tab – Scorecard

47. BuySpeed Online ?2009. Periscope Holdings, Inc. 47 Bid Tab – Summary

48. BuySpeed Online ?2009. Periscope Holdings, Inc. 48 PO Conversion

49. Completing and Managing the Blanket/Contract Purchase Order

50. BuySpeed Online ?2009. Periscope Holdings, Inc. 50 Master Blanket/Contract Setup

51. BuySpeed Online ?2009. Periscope Holdings, Inc. 51 Master Blanket/Contract Setup

52. BuySpeed Online ?2009. Periscope Holdings, Inc. 52 Master Blanket/Contract Setup

53. BuySpeed Online ?2009. Periscope Holdings, Inc. 53 Master Blanket/Contract Setup

54. Change Orders

55. BuySpeed Online ?2009. Periscope Holdings, Inc. 55 Change Orders

56. BuySpeed Online ?2009. Periscope Holdings, Inc. 56 Change Orders

57. BuySpeed Online ?2009. Periscope Holdings, Inc. 57 Change Orders

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