SCRMS SUPPLIER USER GUIDE

Transcription

1 SUPPLY CHAIN RELATIONSHIP MANAGEMENT SYSTEM SCRMS SUPPLIER USER GUIDE for SUBMITTING SUBCONTRACT REPORTING DATA September 2018

2 Table of Contents Supply Chain Relationship Management System Link (SCRMS) 2 SCRMS Main Menu 3 Special Note 3 SubK Diverse Suppliers (Subcontractors) 4 Add/Remove Subcontractors 4 Enter Spend Data 5-14 Select Subcontractors 6 Enter Spend Data 7-13 Manual Entry 8 Cumulative Report Note 8 Download Template 9-13 Submit $0 Report 14 SubK Report Summary 15 Help Desk Support 16 1

3 SCRMS Link Go to the Supply Chain Relationship Management System (SCRMS) website and enter your logon credentials (Username and Password): 2

4 SCRMS Main Menu Scroll mouse icon over Subk Menu and a pop-up will appear with the following three choices: SubK Diverse Suppliers Enter Spend Data SubK Report Summary Special Note: The only activity we are requesting at this time is for the Supplier to submit the cumulative subcontract report. Please do not attempt to complete any other section within SCRMS, including Supplier Information and Supplier Registration. While you will have access to these sections, we ask that you solely focus on the SubK Menu section and the reporting of subcontracting data. 3

5 SubK Diverse Suppliers (Subcontractors) SubK Diverse Suppliers is the location where the Supplier can manage their subcontractors through the use of a master list. This master list can be edited by two different means: mouse-click the Add Subcontractor button or through the Download Template (covered later). A Supplier can add/delete/edit their subcontractors from the SubK Diverse Suppliers page. 4

6 Enter Spend Data Enter Spend Data is the location where the Supplier will submit their spend data or submit a zero dollar report against their contracts in SCRMS. From this Enter Spend Data page, the Supplier can perform one of four activities: A. Select Subcontractors B. Enter Spend Data C. Submit $0 Report D. Review data 5

7 Enter Spend Data (continued) A. Select Subcontractors By placing the mouse on Select Subcontractors hyperlink and left-clicking the link, the Supplier will be able to append any subcontractor from the SubK Diverse Suppliers master list to any Supplier contract in SCRMS. The SubK Diverse Suppliers list will prepopulate with all subcontractors in the Supplier record and the Supplier can select which, if any, subcontractors to add/remove. Add Or Remove 6

8 Enter Spend Data (continued) B. Enter Spend Data Using the mouse, left click the Enter Spend Data link. A pop-up window will appear with the contract information. From this page, the Supplier has two options on entering spend data: (1) manually or (2) by using the Download Template. 7

9 Enter Spend Data (continued) B. Enter Spend Data (1) Manual Entry of subcontracting data The Supplier can enter their subcontracting data manually. Upon selection of the Enter Spend Data link, the contract s subcontractors will appear at the bottom of the page. Data can be entered by using the mouse or TAB button on the keyboard to navigate to each field which requires data entry. Upon completion, the Supplier will need to complete the Prepared By, Preparer s and Preparer s Phone fields and choose Save or Submit The Save button will not submit the subcontracting report to the Contracting Officer. Instead, Save merely stores and saves the Supplier s data for future submission. The Submit button submits the subcontracting report to the Contracting Officer for review. NOTE: If a cumulative report, please check Includes Adjustments and in the Comments section, state which period s data is included in the submission. Example: This report includes data from January Preparer completes before submitting Use mouse or TAB button to navigate for data entry 8

10 Enter Spend Data (continued) B. Enter Spend Data (2) Using the Download Template The Download Template can be used to accomplish two different activities. The Supplier can import their subcontracting spend data and add new subcontractors (as mentioned earlier in SubK Diverse Suppliers, page 4). The Supplier should click on the Download Template button and select Save As, renaming the Excel file using the Supplier s own naming convention. 9

11 Enter Spend Data (continued) B. Enter Spend Data (2) Using the Download Template (continued) Open newly renamed Download Template. It will be pre-populated with subcontractor information that has already been appended to the Supplier s USPS contract. Within this Excel file, the Supplier will (a) enter spend data associated with each subcontractor and/or (b) add any new subcontractors if necessary. (a) Enter spend data associated with each subcontractor Notes: 1. Do not use formatting such as dollar signs ($) or commas (,) in your spend data; enter unformatted numbers only. 2. For each subcontractor you must select or enter Yes for the Small or Large business category, but not both. You should also select Yes for Minority and/or Woman business categories if appropriate. Pre-populated data from SCRMS Enter spend data and select Business Category(s) (Small, Minority, Woman-owned and/or Large)) 10

12 11

13 Enter Spend Data (continued) B. Enter Spend Data (2) Using the Download Template (continued) (b) Add any new subcontractors Add new subcontractor by entering: 1. Subcontractor Name 2. City 3. State 4. Zip 5. NAICS Codes 6. Spend data, if necessary 7. Business Category Upon completion of the newly renamed Download Template, Save the Excel file and return to the SCRMS website: Note: do not leave a blank row in the Excel file (as shown above); you must add additional subcontractors on the next row immediately after the pre-populated data so the data is contiguous. 12

14 Enter Spend Data (continued) B. Enter Spend Data Importing Download Template After logging back into the SCRMS website, go to Enter Spend Data and select the contract the Supplier was reporting against. Select the Enter Spend Data link to generate the pop-up with the contract information. Now follow these steps: (1) Select the Import SubK Report button, (2) Select Browse, (3) Choose the file and (4) Select the Import button. (1) Select the Import SubK Report button (2) Select Browse (3) Choose File (4) Select Import SubK Report button 13

15 Enter Spend Data (continued) B. Enter Spend Data Verify that the spend data is correct, and select Save or Submit Verify data from import Select Save or Submit 14

16 Enter Spend Data (continued) C. Submit $0 Report Go to the Enter Spend Data page and select the Submit $0 Report link. A pop-up will appear stating that upon submission, the Supplier can no longer enter spend associated with this contract in the current reporting period. Please pay special attention to the explanatory pop-up window Select Submit $0 Report 15

17 SubK Report Summary This is the page where the Supplier can get view a summary of all their contracts in SCRMS. The Supplier can view: (1) up-to-date Small, Minority and Woman-owned business actual percentages versus goal (plan) percentages, (2) previous SubK submissions and (3) Edit the SubK submission if rejected by the Contracting Officer. 16

18 If you need assistance, please contact the USPS contracting officer for your contract or you may contact the SCRMS Help Desk. 17