GTS 3.3 Release

1. GTS 3.3 Release Project Manager - Ryan Allen Project Support - Stephen Hirai Developer - Doug Hicks Portland Public Schools, Procurement Services Innovating flexible, responsive, and cost-effective delivery of services and supplies to District schools and offices to support quality education for our community.

2. Agenda • GTS System Vision • Overview of changes • Entry process walkthrough • Wrap-up • Questions and Answers

3. GTS System History and Vision • GTS is an Access 2003 database that tracks contract and procurement data. • GTS has been in development by Portland Public Schools Procurement Services since 2004. • GTS has gone through many revisions in response to the changing needs of the District with the most recent including a module to track procurements with enhanced reporting. • GTS 3.3 release focuses on minor functionality changes while fixing various database bugs and enhancing the visual interfaces. • GTS reflects growing need for business integrated system solutions.

4. Overview of Changes: Contracts Module • Total Contract Amount– This new field is the total amount of the contract including original amount and all amendments. • Maximum Renewal Date – This field has been updated to auto-fill based on an associated procurement. • Contract Mgr’s Email – This field has been added to allow for direct notification to Contract Managers when contracts are to expire. • Board Resolution: Resp Admin and Fund Source – These fields have been added to provide additional detail for Board Resolutionreports. • Contract Form – This new field allows for the distinction of contracts as PPS standard or non-standard. • Contract Routing: Add/Modify buttons – These buttons have been added to eliminate the potential of accidentally overwriting a record.

5. Overview of Changes: Procurements Module • Max Contract Years – This new field is the number of years a contract resulting from a solicitation or quote can be renewed. The contract’s “Maximum Renewal Date” is adjusted based on the “Date Executed” and the number of years specified in “Max Contract Years”. • Bid Opening Conference Tab – This new tab tracks the location, date and time of any pre-bid conference. • Procurement Status – There are now separate fields for entering an awarded date or a cancellation date. • Find Functionality – Users can now search using “wildcards” or portions of a full description to find a Procurement. • Procurement Reports – Both reports now give the user an option to exclude or include quotes in a report.

6. Other New Functionality • Board Resolutions Report – Provides associated Board Agenda data for contracts slated for a future Board Date. • New Spreadsheets • Contract Expirations – Pulls all data within range designated by the Contract Report • Board Resolutions – Provides an Excel version of the Board Resolution Report • Open Solicitation Assignments – Provides open solicitation assignment data • Months to Chart – New function that allows for charting 13 – 36 months • Print Graph – Allows users to print the Summary of Contracts, Amendments, and Solicitations (displayed on the GTS main menu) • Table Maintenance Changes • Site Codes - Activation/Deactivation • PS Refresh Site Codes – Allows for import of new site codes from PeopleSoft • Refresh Amended Contract Amounts – runs calculations to update contract totals including amendments

7. Next Steps • System Demo • Handouts • Procurement Entry Process Flow • Contract Entry Process Flow • Installation instructions (found in User Guide) • System points of contact on handouts • Additional GTS information on Procurement website • http://www.pps.k12.or.us/departments/procurement/6761.htm