wvoasis procurement part i - west virginia · project timeline •upgrading from version 3.9 to...
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wvOASIS ProcurementPart I
Agency Purchasing ConferenceLakeview ResortSeptember 2019
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Objectives
1. Upgrade Project Briefing2. wvOASIS Procurement Functionality3. Structure and Role of Commodity Codes4. Commodity‐based Encumbrance and Pre‐
Encumbrance5. Document and Line References6. Publishing a Solicitation7. wvOASIS Cycle Dashboard
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Objective 1
wvOASIS Upgrade Project Briefing
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Project Timeline
• Upgrading from Version 3.9 to 3.11
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Preliminary Financials TimelineDate Activity
Winter 2019 Begin User Acceptance Testing (UAT)
Spring 2020 Deliver End User Training (EUT)
Spring/Summer 2020 Go‐Live
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New features and functionalities
Most enhancements appear in:• Inventory• Grantor• Procurement • Vendor/VSS
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Biggest Improvement
• New Shopper Page (SHOP) replaces URSRCH, URSRCHMA, and URCATS
• Provides a more conventional Internet shopping experience
• Items found on Shopper can be added to the Shopping Cart and a Checkout feature can be used to generate the ADO or CDO
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Other Highlights
• Enhanced Catalog• Evaluation Document Improvements • Invoice and Receiver Search (INSRCH /RCSRCH) Improvements
• Solicitation Improvements• Some additional 3.11 enhancements will be implemented after go‐live or not at all
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Objective 2
wvOASIS Procurement Functionality
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Procurement Functions
– Requisitions, Solicitations, Evaluations and Awards–Master Agreements, E‐catalogs– Vendor Registration– Vendor Self‐Service– Inventory Management– Encumbrance– Receiving
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Procurement States• Request is created by a department to purchase commodities and servicesRequisition
• Agency requests bids or proposals from potential vendorsSolicitation
• Vendors respond to bids or proposalsSolicitation Response
• Vendor responses are evaluated and a vendor is selectedEvaluation
• The Contract or Purchase Order is awarded to a vendorAward
• Invoices, Receiving Documents and Change Orders processed against a Contract or Purchase OrderPost Award
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Agency vs Central
• To differentiate between centralized and decentralized transactions, wvOASIS has two versions of most procurement documents
• Central documents are identified by the prefix C (such as CRQS)
• Decentralized (agency) documents are identified by the prefix A (such as ARQS)
• Workflow is determined based on this designation
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Procurement Documents
Procurement State Centralized Decentralized
Requisition CRQS ARQS
Solicitation CRFQ ARFQ
Solicitation Response SR SR
Evaluation EV EV
Award – Purchase Order CPO APO
Award – Contract CCT ACT
Award – Master Agreement CMA AMA
Award – Delivery Order CDO ADO
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Procurement Types1 Unclassified2 Central Delivery Order3 Central Cancel & Re‐Award4 Central Emergency Purchase5 Central Lease6 Central Lease Purchase7 Central Master Agreement8 Central Purchase Order9 Central Sole Source10 Central Contract ‐ Fixed Amt11 Agency Cancel & ReAward12 Agency Delivery Order13 Agency Emergency Purchase14 Agency Lease15 Agency Lease Purchase16 Agency Master Agreement17 Agency Sole Source18 Agency Contract ‐ Fixed Amt19 Agency Purchase Order20 Piggyback Delivery Order (Ext)21 Piggyback Delivery Order (Int)22 Statewide MA (Open End)23 Request for Information32 Grant Award
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Copy Forward to Process Transactions
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Procurement Folder
• The Procurement Folder provides a central location for buyers and procurement officers to manage a purchase through the life cycle
• Use page code PRCUID in the Jump‐To Box, or• Document Header Related Actions View Procurement Folder
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PO vs CT
• How to determine if a requisition should result in a purchase order or a contract– A purchase order is a one time purchase that will conclude upon receipt of goods or services and does not contain renewal options
– A contract sets a price for goods or services to be received over a period of time (or term) and usually includes renewal options
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CT vs MA
• What is the difference between a contract and a master agreement?– A contract is used to acquire a defined amount of goods or services over a defined period of time (or term) and encumbers funds
– A master agreement sets pricing for future purchases of goods or services over a defined period of time (or term) and does not encumber funds until a delivery order is processed
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Line Type
• Use line type Item when there is a quantity (defined or estimated), unit and unit price
• Use line type Service when there is a contract amount
• Use line type Catalog when the contract will contain one or more e‐catalogs
• Use line type Discount when using a list price or discounted unit price
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Avoid Quantity of One
• Avoid using a quantity of one on a purchase order unless you know for sure your agency will receive only one invoice for the commodity line
• If you need to allow partial payments, then the quantity needs to be greater than one, or you need to include additional commodity lines
• Another alternative is to make the commodity line a Service instead of an Item type
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Reporting Fields
• Requisition and award documents have seven reporting fields at the header level– Reporting Field 1 is used to record the solicitation type and is a required field
– Reporting Field 2 is used for third‐party approvals– Reporting Field 4 may be used by agencies at their discretion
• Remaining fields will be assigned by wvOASISin the future
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Third Party Approvals
• Instructions for Third Party Approvals are available on myApps / Enterprise Readiness / Outreach Sessions / Procurement / Updates
• Examples of Third Party Approvals include:– Fleet Management for vehicles– Office of Technology for computer related orders– State Treasurer’s Office for banking services
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myApps Resources
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Objective 3
Structure and Role of Commodity Codes
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Purpose
• Commodity codes are a tool for classifying information
• Commodity codes can be used to manage procurement data
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Commodity Codes Enable
• Two‐ and three‐way matching• Reporting and spend analysis• Bid opportunity alerts and notifications• Inventory control, materials management• Catalog management• Recording of potential Fixed Assets
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UNSPSC
• We use United Nations Standard Products and Services Code (UNSPSC) in wvOASIS
• UNSPSC is a hierarchical standard for classifying products and services
• UNSPSC was jointly developed by the United Nations Development Program and Dun & Bradstreet
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UNSPSC Hierarchy
• UNSPSC codes are eight digits in length• The codes have a four‐level hierarchy
Segment Family Class Commodity15 10 16 13
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UNSPSC Structure
• The segment number increases as value is added to the product or service.
• Segment 95 is currently the highest segment. It includes land, buildings, highways, and infrastructure.
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Commodity Table
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Wildcards
Use wildcards to improve your search results
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wvOASIS UNSPSC.org
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Objective 4
Commodity‐Based Encumbrance and Pre‐Encumbrance
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Encumbrance
• To encumber funds means to set aside or reserve money for a specific purpose
• An encumbrance references a vendor• A pre‐encumbrance may or may not reference a vendor
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Encumbrance Methods
There are two methods to encumber funds in wvOASIS:
1. Accounting‐based documents (GAE, GAP)2. Commodity‐based documents: (*RQS,*PO, *CT,
*DO)
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Accounting Event Types
Event types control whether the dollar value on accounting lines are encumbered now, or in an out‐year (future fiscal year)
Document Type Non‐Accounting(Out‐Year)
Accounting(Current Year)
RQ PR01 PR02, PR05
PO PR07 PR05
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Crossing Fiscal Years
Accounting Line Fields Current Fiscal YearEncumbered Now
Out‐YearEncumbered After FY Roll
Event Type PR05 (PO) or PR02 (RQ) PR07 (PO) or PR01 (RQ)
Reserved Funding No Yes
Budget Fiscal Year 2020 2021, 2022, 2023…
Fiscal Year 2020 2020
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Encumbrance Liquidation
• Do NOT cancel Purchase Orders and Delivery Orders to free up budget (common during the end of the fiscal year)– This can result in confusion to your vendors– This has an adverse effect on reporting
• Instead, agencies should use the appropriate procedure when a remaining encumbrance needs to be liquidated
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Encumbrance Liquidation
• If the scope of work was over‐estimated, process a Change Order to reduce the open amount
• If the item(s) will not be delivered until the new fiscal, an Accounting Adjustment should be processed to move the encumbrance to an out (future) fiscal year
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Encumbrance Liquidation
• If payments were made by GAX or P‐Card without reference to the Purchase Order, use the liquidation instructions provided on myApps / Enterprise Readiness / Outreach Sessions / Financial / Year End Closeout
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AETDC Table
Type Page Code AETDC in the Jump‐To box to view the entire list of event types
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Master Agreements
• As mentioned earlier, Master Agreements are open‐end contracts
• Therefore, CMA and AMA documents are notencumbered
• Only the CDO and ADO documents are encumbered
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CRQM and ARQM
• The system requires accounting lines on requisitions for Master Agreements (CRQM, ARQM)
• However, there is no downstream benefit• Therefore, use Event Type PR01, Reserved Funding Yes, allow the current BFY to be inferred
• Leave the Fund Accounting and Detailed Accounting tabs blank
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CRQM Accounting Line – General Information Tab
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CRQM Accounting Line – Fund Accounting Tab
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Again, leave the Fund Accounting and Detailed Accounting tabs blank
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Maximum Budgeted Amount
• On requisitions in wvOASIS, the Maximum Budgeted Amount field does not pre‐encumber or reserve funds in any way
• It is only used to determine whether negotiations are allowed (when all bids exceed available funds)
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Objective 5
Document and Line References
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Document References
Document references are created when a document is copied forward to create the next document in a chain. An example would be copying an agency requisition (ARQS) forward to create a solicitation (ARFQ).
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Line References
• Each commodity line has a Reference tab that identifies a specific commodity line from another document to which it is linked, if any.
• Likewise, each accounting line has a Reference tab that identifies a specific accounting line from another document to which it is linked, if any.
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Reference Types
• The selection of a reference type determines the action taken against the referenced document line
• The default value for the reference type field varies between different document types and on some document types it is even protected.
• Certain document types give three choices and others give all four choices.
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Reference Type ChoicesThe Reference Type can have one of the following four options:
1. Memo – When all that is required is a link between the referencing and referenced documents for reporting and research purposes, the memo type is used. It does not perform any common liquidation of the referenced document.
2. Partial – When a referencing document should close only a part of the referenced document, then the partial type is used. This is the default reference type for most situations.
3. Final – When a referencing document should close out the remainder of a referenced document, then the final type is used. Common logic determines this reference type in the situation where the referencing line amount is equal to or greater than the referenced.
4. Inverse – When a referencing document should re‐open a portion of the referenced document, the inverse reference type is used. This reference type is not available on all documents.
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When, When Not
• Line references are needed when the lines on a previous document in the chain need to be fully liquidated or only partially liquidated.
• However, line references are not needed when there is no applicable line on which to take action. An example would be when a new commodity line is added to a purchase order by copying an existing line. The line reference is also copied even though the new line may not exist on the referenced requisition.
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Delivery Order References
• Delivery order references are easy• For CDO and ADO documents, the Reference Type is always Partial on commodity lines and accounting lines
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Objective 6
Publishing a Solicitation
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Solicitation Publishing
• Establishes critical dates for solicitations– Let Date: The date the solicitation is scheduled to publish to VSS
– Close Date / Time: The deadline established for vendors to respond to a solicitation
– Public Bid Opening Date / Time: The date and time in which the solicitation responses will be opened
• Allows online responses through VSS
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Document Publishing
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Objective 7
wvOASIS Cycle Dashboard
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Cycle Dashboard
• The wvOASIS Cycle Operations Dashboard is an inquiry page on myApps to assist agency purchasers with delegated acquisitions
• When a vendor submits a solicitation response in Vendor Self Service (VSS), the document remains sealed in the VSS electronic lockbox until the solicitation closing date and time are reached
• Then, responses are copied from the lockbox to the procurement folder by a series of synchronizing interfaces known as the VSS Sync Cycle
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wvOASIS Cycle Operations Dashboard
• Use the dashboard to know exactly when the cycle is complete, and when it is appropriate to load the solicitation responses to the EV
• To refresh the dashboard, click the VSS Cycle Report link located on the left side of the page
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wvOASIS Cycle Operations Dashboard
• The VSS Sync Cycle runs every hour on the half hour throughout the day beginning around 07:30
• The last sync cycle of the day runs around 17:30• Bid closing times are entered and displayed in 24‐hour format
• Bid closings on the half hour are optimal; 11:30, 14:30, or 15:30, for example.
• The 12:30 cycle should be avoided because it is used occasionally to perform other technical tasks.
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