Back to School Strategic Sourcing and Contracts

Transcription

1 Back to School Strategic Sourcing and Contracts Andrea O Hara, Manager Contract Services, Interim John Groll, Contracts Administration Supervisor, Jeff Baumann, Supervising Stock Clerk, Robin Hoffpauir, Expediter, August 22, 2017

2 Housekeeping Always remember to update your location and phone number in PeopleSoft!! Human Resources Self Service DWA Security Request

3 Strategic Sourcing and Contracts Website

4 eprocurement Special Request Do s and Don t s Never enter information in these 3 fields Always enter the site contact and phone number. Never enter a Part Number in this field. Please place it in the description.

5 eprocurement Special Request Overview of Screen Item Description (250 Characters): Always type as much detail as you can about the item you re ordering. Always begin with the noun for the item and include the item number: Type the noun for the item (Examples: Chair or Book or Lamp or ICA or Term) Then type the item s Make (Examples: Acme or Safco or IBM) Then type the item s Model (Examples: ISBN or Item/Part Number or A2B3C4 or Deluxe, etc..) Then type the item s Color, Size, etc. (Examples: Gray 24 aluminum base) Price: PRICE (UNIT or EA) without shipping or tax. Quantity: Numeral indicating how many you want for each Unit Of Measure (UOM). Category: Service, Good or Asset. IT IS CRUCIAL that this is correct! Unit of Measure: Abbreviation indicating how the item comes packaged. Example UOMs: EA (each) or SET (set) or GL (gallons) Due Date: Depends on what you re ordering. For Goods: For stock orders type in the current (todays) date. All others two weeks into the future. For Services: Type in the date service is to be completed by. Vendor: Name of business or person you are buying that item from. Additional Information: First always type your own name and phone. Include any additional details about the item you re ordering that you could not fit into the description. Attach back up file such as quotes, registration forms, contracts, lot lists etc See epro Quick Reference Guide

6 You ll know you re ordering Goods items if the following is true: The item is physical...that is, you can touch it with your hand; it s not a service. The single item is worth less than $500 per unit. A good over $500 is usually considered an Asset. eprocurement Special Request Goods

7 eprocurement Special Request Asset Item Notice...all capital letters are required for Asset Items! You ll know you re ordering an Asset item if the following is true: The item is worth $500 or more per unit. The item is a Good (a physical item, not a service). The item is non-consumable (it can t be eaten or used up). The item, while not an Asset by itself, is related to an obvious Asset item* *For example, if you order a $650 bookcase and it costs $75 to ship it, then the $75 shipping fee is considered part of the Asset item and should be entered as such on the requisition. (Shipping fees must be entered as separate line items).

8 Direct Connect Vendors Ordering Tips VENDOR ACCOUNT Direct Connect Fisher 4301 Direct Connect Frey 4301 Direct Connect Grainger 4315 Direct Connect Graybar 4315 Direct Connect HD Supply 4315 Direct Connect Lakeshore Learning 4301 Direct Connect Office Depot 4301 Direct Connect Office Solutions 4301 Direct Connect School Specialty 4301 Direct Connect Stapes 4301 Direct Connect Waxie 4302 Take a close look at the vendors listed, some items are carried by more than one vendor Direct Connect orders must be made on a separate eprocurement requisition order form, by themselves. NEVER MIX Direct Connect orders with any other order no inventory or stock items, and no other Special Request order items.

9 eprocurement Special Request Services (e.g. ICAs, Web Subscriptions, Hotel Reservations) You ll know you re ordering a Service item if the following is true: The item is non-tangible; that is, you can t actually touch it with your hand. The item is a task or series of tasks being performed by a nondistrict employee, such as an outside contractor. An example would be if you were hiring a vendor to teach juggling on site, using an ICA. For payment purposes, one lot of service for the total dollar amount is preferred. Example of Wording in Additional Information field: <<ICA Agreement for consultant (s) instructing staff and students in six (6) kindergarten classes at Freese Elementary with a theater-literacy project from 5/15/11 5/29/11, at a cost of $50.00 per hour for a maximum of $ Please contact Jane Doe at for clarification or questions.>>

10 eprocurement Ordering by PeopleSoft Item Number 1. Make sure you re on the Catalog tab.!! 2. Enter Item ID if known and hit search!! 3. If ID is not known, enter Description (one word noun) and hit search!! An example of this is warehouse stock such as copy paper and district forms.

11 eprocurement Shipping Tips GOAL: Delivery to warehouse!! Warehouse delivery ensures audit trail, receipt of goods and prompt vendor payment. If not delivered to the warehouse, please send (include PO #) to for electronic receipt. All goods/services purchases must be received. Ship to: Always use 5983A, Unless: ICAs, Computer, Stock item, Direct Connect, Services, and Subscriptions

12 Confirming Orders A confirming order happens when there is a District purchase for goods or services that is placed without the issuance of an approved requisition and purchase order. The requisition is then issued after the purchase, and the purchase order confirms the purchase. Confirming orders are against District policy. (Administrative Procedure 2415, Section C.4) If you violate the policy above and you must use the invoice to issue the E-Pro/Requisition. Start Description with: CONFIRMING ORDER Issue the E-Pro/Requisition to match the invoice. Create a line for each item and shipping, include the description on each line. DO NOT ADD A LINE FOR TAX ON THE E-PRO/REQUISITION. PeopleSoft calculates the tax automatically. Enter the correct vendor on the E-Pro/Requisition If the Vendor is new, enter vendor name, address and contact information.

13 Pay in Advance (Hotels) IMPORTANT!! All hotels require payment in advance. Submit these requests 6-8 weeks prior. Most hotels want the payment to be received 2-4 weeks prior to the arrival date. The paperwork needs to be submitted in plenty of time for a PO and warrant to be issued and mailed to the hotel. Ensure the following information is provided with the E-Pro/Requisition A copy of the hotel reservation or confirmation. Hotel reservation/confirmation must state Hotel name Hotel address Hotel phone and fax The number of rooms The room charge The tax rate that will be charged Check in and check out dates. Reason for the trip. Class or grade level of the students. Teacher(s) in charge.

14 Field Trips - Reservations FOR ALL FIELD TRIPS: Vendors require a Purchase Order to hold the reservation and guarantee payment. (Some vendors will require payment in advance) Most vendors require the PO to be received 2-4 weeks prior to the event date. Submit these requests 6-8 weeks prior. Use a vendor that already exists in the system, (if possible). To start the process: Process the request on a Special Request e-pro/requisition. When the e-pro/requisition is created please attach the reservation/confirmation/invoice form to the e-pro/requisition immediately. (See the section for attaching documents in the epro guide). e-pro/requisition number must be on the faxed paperwork. A copy of the vendor s reservation/confirmation/invoice. Documentation must have the name, address, phone and fax for the vendor. The reservation needs to state: Type of event, Date of the event, Time of arrival, Cost per person or group, Name of the school and contact. Note in the e-pro/requisition: Reason for the trip. Class or grade level of the students. Teacher(s) in charge.

15 Independent Contractor Agreements Contracting with Resource Persons or Student Service Providers Completed ICA form Eight (8) weeks prior to BOE Meeting PRIOR TO SERVICES BEGINNING (Avoid Ratifications) 1. Site Completes Independent Contractor Agreement (ICA) Form (NOTE: This process is to be used for service agreements up to $10,000) 2. Complete all required information on the ICA form including: valid epro requisition # (Contact Budget Analyst if budget error occurs). 3. Ensure vendor signs ICA Form, with Fed ID No. or SS #. 4. Provide completed description of service being rendered. 5. Provide start and end date of service(s). 6. Provide Unit Price or rate of pay/compensation with the total amount of service for fiscal year. 7. Provide Budget resource code and description requirements.

16 Independent Contractor Agreements Follow the Internal Approval Process: 1. Submit to Site Administrator (Principal or Dept. Head) for signature. 2. Submit to Cabinet Level Rep (ex. Area Superintendent) for signature. (Vendor, Site Administrator and Cabinet Level Rep signatures are required) ***FAILURE TO PERFORM ALL STEPS ABOVE DELAYS PROCESS*** 3. Mail completed ICA form via Interoffice School mail with all approved documents attached to: Strategic Sourcing and Contracts ATTN: Sheryl Hauser SS & C Dept will take the following actions: 1. Review, approve and/or disapprove all documents submitted. 2. Verify the epro/requisition is valid. 3. Place on Board of Education (BOE) Agenda with recommendation for approval. 4. Create valid PO following BOE Approval.

17 ICA vs. Contract Intake Form The Basics The ICA form (AP 1550) used to help sites and programs to contract with: Resource Persons or Student Service Providers ONLY One page form agreement Cost cannot exceed $10, in any one fiscal year ICA s are Board approved and work should not start until approval. Intake Form Used to request all other contracts, amendments, RFPs, IFBs, MOAs, etc., which require Board approval. Service agreements, Professional Service (consultant) agreement, goods, software license agreements, settlement agreements, name changes/novation agreements etc.. Vendor Agreement (if available) and Statement of Work should accompany intake forms. Both ICA and Intake form should be properly signed and submitted 8 weeks prior to the requested Board date

18 Receiving Requirements Confirming Process for Normal Direct Delivery POs Send receipt confirmation to Reference PO number and vendor name in header Verify order received in statement Process ensures accuracy and expedites payment

19 Receiving Requirements Confirming Process for Term POs Send to with invoice attached Reference PO number and vendor name in header List invoice number in statement Attached invoice must have PO number listed Invoice must have confirmation signature

20 Contract Intake Form

21 Questions and Answers Q & A