Procurement Forum February 9, 2012. Objectives Provide a forum for learning and knowledge sharing Increase interaction between OSP & the agencies Improve

Procurement Forum

February 9, 2012

Objectives

• Provide a forum for learning and knowledge sharing

• Increase interaction between OSP & the agencies

• Improve AASIS usage• Reduce work steps/effort• Reduce paper• Improve compliance

SP-10-0111Lawn Care Equipment

State ContractsIn the search bar on the right, above the word

“Buyer” type in the word “lawn”.

Arkansas’s Business Emergency Listing

(ABEL)

http://www.dfa.arkansas.gov/offices/procurement/Pages/default.aspx

What is ABEL?

•A sourcing tool for use during emergencies

Vendors willing to provide services during an Emergency

Activation Period• Primary &

Secondary Contact Information (Phone, Cell #, Fax, Email, etc.)

• Business Location• Available

Commodities/Services

• Regions of State Service can be provided

• How quickly services can be provided

• Business License #

• Insurance Carrier

• Federal ID• AASIS Vendor # • Minority

Business Certification Number

Does Not Guarantee a Contract

• “Providing an emergency listing of your business commodity does not establish a contract for purchasing through the State of Arkansas. This listing is a reference to pull immediate and necessary items required when operating on a daily regular purchasing requirement basis.”

Who Can Access The Information?

• Arkansas Department of Emergency Management

• Office of State Procurement– Judy Shirley

[email protected]– Kelley Kelley

[email protected]

Can you have access?

• YES. You CAN have copies of reports

• NO. You CANNOT have access to the database.

How can you help?

This will be a great sourcing and reference tool, so please encourage your vendors to complete the registration form for ABEL.

Transparency

Contract Cleanup:

• Contract validity date• Contract total amounts• Contract header values (PCS)• Contract line item values• Material group assignments• Contract or PO must reflect

output• Material numbers

AASIS Information

• Tying purchase orders to outline agreements

Creating a Purchase Order Referencing Another Document

ME21N – Create Purchase Order


Click Document Overview


Select the type of document you wish to reference. Select Contracts for Agency Outline Agreements or

State Contracts


1. Enter document number you wish to reference

2. Click Execute


1. Select the item(s) you wish to include in your purchase order

2. Click Adopt icon or drag & drop into the shopping cart


**If State Contract **1. Go to the communication tab

2. Type in the state contract number in the Your Reference

field


Enter Account Assignment

Category


Enter Account Assignment

Category


1. Enter the Delivery Address code for the address for

goods delivery.

Please Note:All State Contracts will

have this delivery address

Please Note:All State Contracts will

have this delivery address

2. Click YES to have all items delivered to the

same address.

3. Repeat process for each line item.


Click Check icon to verify no errors

exist.


1. Click Save icon

2. Purchase Order Number

Various ways to send purchase orders or outline agreements from

AASIS

• Transaction ME9F – print/reprint, fax, and email purchase orders

• Transaction ME9K – print/reprint, fax, and email outline agreements

<Type ME9F in the command field. Enter

Print Purchase Order

1. Enter the purchase order number.

2. Leave the processing status at “0” if you are

printing for the first time.

3. Execute


4. Click in the box to select

the line.

5. (Optional) Click the Display Message button

to print preview the purchase order.

6. Do not use the Trial Printout button.


7. (Optional) Click the Message Details button.


9. (Optional) Click the Communication method

button.

8. Print output defaults in the Medium field. Leave as is.


10. Check your printer. It is best to use a network printer. Network printers are set up by ASC personnel. Call the help desk and they will see that you are contacted by the

appropriate person.

11. Click the green arrow back button twice to return to the

Message Output screen.


12. Click in the box to select the line.

13. Click the Output Message button to print

the purchase order.


14. You will receive this message if you have an authorized signature scanned into AASIS. Click the Yes button to add

a signature to the purchase order.If you want to add a signature to AASIS call the help desk @

683-2255 and they will connect you to the right person.


15. You will receive this message if you have documents attached to the purchase order. Click the Yes button to

print the attachments.



15. For each document you wish to print, click in the box to the left of the document.

Click enter to print the purchase order and the selected document(s).

16. A green check indicates that the purchase order successfully printed.



Reprint Purchase Order

2. Change the processing status to “1” to print a purchase order for the

second time.

1. Enter the purchase order number of the document that you wish to reprint. 3. Execute


5. Click the Message Details button.

4. Click the box to select the line.


7. Click the Repeat output button.

6. Select the line.


8. Click the Save button to save the unprocessed

(yellow status) line.


10. Green arrow back to continue.

9. You will receive a message that the messages saved.


11. Reenter the purchase order number.

12. Leave the Processing Status at “0”

13. Execute


15. Click the Output Message button to print the purchase order.

14. Click the box to select the line.


16. Click the Yes button to include the authorized

signature on the purchase order.


17. Click the Yes button to include any attachments


18. For each document you wish to print, click the box to the left of the document.

Click enter to print the purchase order and the selected document(s).


19. A green check indicates that the purchase order successfully printed.



Emailing a Purchase Order

1. Enter the purchase order number in the document number

field.

2. Leave “0” in the Processing Status field for first time

processing.

3. Execute


4. As with printing the purchase order you can click the box to select the line. (Optional) Click the Display

Message to print preview the document.

5. Click on the Message Details button to continue.


6. Change the Medium to External send to email

the purchase order.

7. Save your change.


9. Click the box to select. Click the Output Message

button.

8. You will receive a message “Messages saved.”


10. Click the Yes button to include any attachments.


11. Click the box to select the documents to include in the

email and press enter.


12. Click the Yes button to include the authorized signature.


13. The vendor’s email address defaults from the vendor master record.


14. You can change the email address. For example you can mail it to yourself, add a message to the email and

send it on to the vendor. Press enter.


15. The green checkmark shows the status as emailed successfully.

16. You will receive a message at the bottom of your screen.



Faxing a Purchase Order

1. Enter the purchase order number in the document number

field.

2. Leave “0” in the Processing Status field for first time

processing.

3. Execute


4. Click the box to select the line and click the Message Details button.


5. Change the Medium to Fax.


6. Click the gray box to select the line and click the Communication

method button.


9. Select “Release after output” and “Print immediately.”

Enter or click the Copy button to continue.

8. From the Requested Status field and the Status By Mail field select “Always” from

the dropdown menus.

7. Type the fax number in the fax number field.


10. Click the Save button.


11. You will receive a message that your messages saved

12. Select the line and click the Output Message button.


12. Verify the fax number. Enter.


13. Click “Yes” to fax any attachments to the

purchase order.


14. Select the attachments to fax. Enter


15. Click Yes to include the authorized signature.

Enter


As an AASIS user, you have been given access to transaction code SOSB in AASIS (Transmission Requests). This transaction allows you to see all of your successful and

unsuccessful AASIS transmissions.

16. You will receive a green checkmark if the fax was sent successfully. A red

“X” means that the fax did not process correctly.


< Enter transaction SOSB in the

Command field.

Viewing Your AASIS Transmissions

<1.Enter the send date or date range in the Send date fields. Click on the Send status tab.


2. To view all transmission options, click all four boxes: Waiting, Errors, Sent, and Transmitted. Click the Execute

button.


The results are displayed:

•The red “bomb” in the Status column indicates the transmission failed (errors)

•The green box indicates it transmitted successfully•A yellow triangle indicates it is waiting for

communications service•A gray diamond means it was sent to the

communications system but hasn’t finished transmitting

Click the Refresh button to view the up-to-the minute data.

3.To view the status description of each line item, click the Status text button.


4.The Status txt column listing the description of the status is added.


5. To view the details of a transaction, first click the box to the left of the line to highlight it, and then

click the Details button.


6. The details of the transaction is displayed.

7. Enter to continue.


8. Click the box to the left of the line to select it, and then click the Repeat Send button.

To Re-Send a Document

9. At the Repeat send screen, click the radio button to the left of “Change recipients before sending.” Enter

to continue.


10.To change the fax number, make changes to the recipient fax number; the number should be

preceded by the US indicator. Click the Expr. Mail checkbox. Enter, then click the send button.


11.You should receive a message in the status bar saying the document was sent.

NOTE: Fax transmissions may take several minutes to complete, depending upon the communication

line activity levels and the document size.


Procurement Simplification

Project

Procurement Simplification Project

• We recognize that the Purchase Requisition and Purchase Order transactions are difficult.

• Due to the Arkansas Transparency Project (Act 303 of 2011), you will be required to use these transactions.

• We are creating a simplified versions of the Purchase Requisition (ME51N) and Purchase Order (ME21N).

Our approach

The current PR and PO are complicated transactions that take a lot of time.

Sometimes, like using the IRS 1040 tax forms, it is necessary

to take the time and use the more complicated forms.

Complicated purchases will require the more complicated features in AASIS.

This means that the old

way isn’t going anywhere!

But …..

Our approach

The majority of our purchases are routine and not overly complicated.

Just like the IRS created the 1040-EZ form as an option, we are

creating simple versions of the PR and PO.

You will have one button to choose whether to use current version or the simplified version:

Our approach

Simplified PR Highlights

If you have customized this table,

your choices will

default

You must choose or

create a valid Delivery Address


•Simplified Tab View displays information from Valuation Tab and Delivery Address Tab on one screen.

•Account Assignment Codes are selected by push buttons.

Screen elements from Delivery Address tab


New Descriptions displayed for the following fields:•G/L Account•Cost Center•WBS Element

Simplified PO Highlights

Simplified Tab View displays Organizational Data, Vendor Address, Partner, Additional Data, and Delivery/Invoice


‘Our Reference’ Field available by look-up button…

…or manually enter the data and receive an

appropriate error message.


Notice theButton which will give you

full descriptions of each

Reference Value


Minority purchases can be documented with one click.


The Item Detail tab is simplified, giving a consistent look and feel to the Item Detail tab on the Simplified PR.

Simplified PO HighlightsAdded New Description for the following fields:•G/L Account•Cost Center•WBS Element

How did we get here?

• We studied the existing ME21N and ME51N to determine:– Current errors– Excessive mouse clicks– Usage patterns

• We engaged with OSP and several representative user agencies for advice.

What’s next?

• We will complete design by end of March• New functionality will be thoroughly

tested• New screens will be added to existing

training• ‘What Changed’ training will be offered to

seasoned users• The screens will be deployed on a rolling

basis(The agencies that assisted with design

will get to start first)• You will have the choice to use the new

style or the old style.

Question and Answer

Next Meeting

• Thursday, March 8• 10 – 11:30• ASP

Documents

Procurement Forum February 9, 2012. Objectives Provide a forum for learning and knowledge sharing Increase interaction between OSP & the agencies Improve