Procurement Contracts Training

Core-CTProcurement Contracts Training

Sponsored by:Office of Policy and Management

Getting Started

• Welcome to Procurement Contracts Training

- Instructor introduction

- Participant introduction

- Training Facility Orientation

- Ground rules

- Parking Lot

Objectives

Agenda

Overview Procurement Contracts

Contracts Process Flow

Contract Types

Contracts in Core-CT Creating Contracts

Approving Contracts

Objectives

Agenda

Copy a Contract from an Existing Contract

Copying Existing Contract to a PO

Entering PO Change Orders

Maintain Contracts

Month End Responsibilities

Contract Reporting

Procurement Contracts

C.G.S. Sec. 4-212,4-213, 4-214, 4-215, 4-216, 4-217, 4-218, 4-219. Personal Service Agreements

OPM Website PSA Standards and POS Cost Standardshttp://www.opm.state.ct.us/finance/pos_standards/coststandards.htm

http://www.opm.state.ct.us/finance/psa/standards.htm

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

ReceivingPOAmount

Approval

BudgetCheck

Dispatch

PayablesPO Change Orders

Contract Amendment

POChartfieldApproval

Procurement Contracts – Contract Types

BU Award - Business Unit award is a contract that an agency establishes based on GL-71 or delegated statutory purchasing authorities. DAS/DOIT procurement could use this value if they are establishing a contract for a single agency to use (they would need to restrict the business unit to the agency that the contract was developed for on the PO defaults page).

Construction - a contract established by DOT, DPW, or any agency that has a construction contract.

Grant – is a Grant Award that is either budgeted or federally funded between the state and another entity. Such as another state agency, municipality or for profit business.

Loan - used by ECD for the purpose of tracking their loan related contracts.

MOU - used when an agency creates a contract previously known as a Memorandum of Understanding or Memorandum of Agreement.

Procurement Contracts – Contract Types

POC Competitive - used by the social service agencies for their Purchase of Services contracts that were competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

PON Noncompetitive - used by the social service agencies for their Purchase of Services contracts that were not competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

Procurement Contracts – Contract Types

PSC Competitive - used by any agency when Personal Service Agreement contracts that were competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

PSN Noncompetitive - used by any agency when Personal Service Agreement contracts that were not competitively bid. Once selected, an OPM Reporting link will become active for use in entering additional required contract information. OPM reporting requirements have been modified to require users to enter all the lines for the services provided for this contract type.

Procurement Contracts – Contract Types

Rights of Way - used by the DOT for their right of way contracts.

Rental Lease - used for Building Leasing or Real Property contracts.

Statewide Award - used by DAS and DOIT when creating a contract that all agencies can use.

MA (Master Agreement) - used to contract for goods or services resulting from an RFP (Request for Proposal)

GL – General Letter (GL71a, b, c, d, e , f, g)

Contract Status

Open – Add or update Contract Information.

Approved – Contract is available to copy to a PO.

Canceled – Do not use.

Closed – Contract has expired.

On-Hold – Contract is on hold from further processing.

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

ReceivingPOAmount

Approval

BudgetCheck

Dispatch

PayablesPO Change Orders

Contract Amendment

POChartfieldApproval

Procurement Contracts

Purchasing > Procurement Contracts > Add/Update Contracts

07DCF5555AA

Contract ID numbering schema

Procurement Contracts – General Contract

Contract Types:BU AwardConstr.GLGrantLoanMAMOUPOC CompPON NoncompPSC CompPSN NoncompRght of WaRntl LeaseStatewide

Procurement Contracts - General Contract

Voucher Contract Options

Entering Contract Retainage

Procurement Contracts – Purchase Order

Purchasing > Procurement Contracts > Add/Update Contracts

07DCF5555AA

Contract ID numbering schema

Procurement Contracts – Purchase Order

Contract Types:BU Award

Constr.GL

GrantLoanMA

MOUPOC Comp

PON NoncompPSC Comp

PSN NoncompRght of WaRntl LeaseStatewide

Procurement Contracts – Purchase Order

Procurement Contracts – Purchase Order

Procurement Contracts – OPM Reporting

OPM Approval No. Approval Year 2007- log No. 123

Or “Not Req’d”

PSA and POS Contracts that are:•Non-competitive; $20,000 or more; or greater than one year in length•Competitive; $50,000 or more; or greater than one year in length

Require approval or approval for a waiver from OPM.

Procurement Contracts – OPM Reporting

CGS 13B-20B Consultant Services – DOT CGS 4A-50 Contractual Services – DAS CGS 4B-55 Consultant Services, Construction – DPW Not Applicable when the Statutory Reference is not one of selections listed above.

Procurement Contracts – Purchase Order

Line Details

Procurement Contracts – Line Details

Procurement Contracts – Line Details

Price can be changed on order

Procurement Contracts - Distributions

Distributions

Procurement Contracts - Distributions

Procurement Contracts – Purchase Order

Procurement Contracts – Key Points

A standard description is required.

Make sure you select “Price Can Be Changed on Order” – on the Contract page and the Line Details page.

Unselect the Corporate Contract in the Contract Options section.

Only use Lock Chartfield if you do not want the chartfields changed in PO.

Process Options used are General Contract and Purchase Order.

Procurement Contracts – Key Points

All state contracts are required to be entered in Core-CT.

Make sure you select the appropriate contract type when creating a contract.

One Contract – One Purchase Order.

OPM Reporting link has to be completed correctly in order for OPM to report PSA and POS contracts to the Legislature.

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

ReceivingPOAmount

Approval

BudgetCheck

Dispatch

PayablesPO Change Orders

Contract Amendment

POChartfieldApproval

Approving Procurement ContractsPurchasing > Procurement Contracts > Add/Update Contracts

1. Review the Contracts page.2. Review the PO Defaults link.3. OPM Reporting Link4. Review the Lines group box.5. Review the Line Details icon.6. Review the Distributions7. Approve the Contract.

Approval Steps

7

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

Receiving

POAmount

ChartfieldApproval

BudgetCheck

Dispatch

PayablesPO Change OrdersCopy an

Existing Contract to a

Contract

Copy a Contract from an Existing Contract

Purchasing > Procurement Contracts > Add/Update Contracts

Use the Contract numbering schema

Select Contract Process Option – Purchase Order orGeneral Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

OPM Approval No. or Waiver

Contracted Entity

Statutory Reference

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Copy a Contract from an Existing Contract

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

ReceivingPOAmount

Approval

BudgetCheck

Dispatch

PayablesPO Change Orders

Contract Amendment

POChartfieldApproval

Copying a Contract to a Purchase Order

Navigation: Purchasing > Purchase Orders > Add/Update POs

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Line Details

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Physical Nature: Service

Receiving is Optional

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Initial

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

Copying a Contract to a Purchase Order

100,000.00

100,000.00

410,000.00

88.39

Copying a Contract to a Purchase Order – Key Points

Total Obligated amount is the term of the Contract.

The purchase order is created after the contract is approved not when invoiced by the vendor.

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

ReceivingPOAmount

Approval

BudgetCheck

Dispatch

PayablesPO Change Orders

Contract Amendment

POChartfieldApproval

Entering PO Change Orders

Navigation: Purchasing > Purchase Orders > Add/Update POs

Entering PO Change Orders

Navigation: Purchasing > Purchase Orders > Add/Update POs

Entering PO Change Orders

Entering PO Change Orders

Entering PO Change Orders

Entering PO Change Orders

Entering PO Change Orders – PO Balance Report

Procurement Contracts Process Flow

Procurement Contract

ContractApproval

Copy Contract to a

Purchase Order

ReceivingPOAmount

Approval

BudgetCheck

Dispatch

PayablesPO Change Orders

Contract Amendment

POChartfieldApproval

Contract Amendments

Purchasing > Procurement Contracts > Add/Update Contracts

Contract Amendments

Tracking Substance Abuse

Contract Amendments

Contract Amendments

Contract Amendments

Contract Amendments

Contract Amendments

Contract Amendments

Contract Amendments – Key Points

Contract Amendments are updates to a contract – add or change contract information.

Changes to a contract impact PO. Complete a PO Change Order to add or update the PO to reflect the changes to the contract.

PO Obligation has to be updated to reflect the new contract value.

Month End Responsibilities

Closing Contracts- You can not close a contract if there are active PO

transactions against the contract.

- Run a PO Balance Report to verify all transactions are complete for the PO.

- Make sure the PO qualifies to close. PO Reconciliation Workbench – Closing PO’s

Expired Contracts Report- Close all expired contract

Reports

CT_CORE_FIN_PO_CONTRACT_ACCTG- This report will assist agencies in verifying accurate

contract data and missing data.

CT_CORE_FIN_EXPIRED_CONTRACTS- This report will assist agencies in closing expired

contracts.

EPM Reports

Practice Exercises

Practice Exercises have been created for the Purchasing modules.

General and Program Buyers, Contract Creators, Approvers and Closers can access these exercises, please use the location provided below: http://www.core-ct.state.ct.us/89-training/

Job aids are available at the following location:• http://www.core-ct.state.ct.us/user/finjobaids/purchasing.htm

Conclusion

Today we covered:

Overview Procurement Contracts

Contracts Process Flow

Contract Types

Contracts in Core-CT Creating Contracts

Approving Contracts

Conclusion

Today we covered:

Copy a Contract from an Existing Contract

Copying Existing Contract to a PO

Entering PO Change Orders

Contract Amendments

Month End Responsibilities

Contract Reporting

Questions