MARS
Commonwealth of Kentucky
Management Administrative Reporting System
Commonwealth of Kentucky
12/8/2011 1
MARS
Management Administrative and Reporting System
What is “MARS”?
“MARS” is an acronym for the
Management Administrative Reporting System
Management
Administrative
Reporting
System
Commonwealth of Kentucky
12/8/2011 2
MARS
Management Administrative and Reporting System
MARS will contribute significantly to the
Simplified Administrative Services Goals
Retool Workers Eliminate Duplicate
Services
Strengthened Improved Systems
Accountability
Reduced Operational Improved
Risk Administrative Performance
Services Goals
Efficient and Timely, relevant
Integrated Processes information
Aggressive Cash
Management
Commonwealth of Kentucky
12/8/2011 3
MARS
Management Administrative and Reporting System
MARS OVERVIEW AND BENEFITS
Commonwealth of Kentucky
12/8/2011 4
MARS
Management Administrative and Reporting System
MARS Background:
Replaces STARS & KAPS
Will incorporate E-Commerce
technologies
Comprehensive audit trails
Comprehensive security
Vendor Performance Measurement
Graphical User Environment
Commonwealth of Kentucky
12/8/2011 5
MARS
Management Administrative and Reporting System
Benefits expected as a result
of MARS include:
Commonwealth Key Objectives include:
Enhanced service delivery to customers and citizens through
the automation of certain manual processes;
Enhanced decision support capabilities;
Creation of a strong position for the Commonwealth to utilize
emerging technologies, such as electronic commerce;
Commonwealth of Kentucky
12/8/2011 6
MARS
Management Administrative and Reporting System
E-Commerce
MARS vision: The delivery of products,
services, payments and information
electronically over public and private
networks.
A growing number of your business
transactions with the Commonwealth
will now be conducted electronically.
Commonwealth of Kentucky
12/8/2011 7
MARS
Management Administrative and Reporting System
PROCUREMENT benefits
System guided ordering at the lowest level
E-Commerce Framework:
Catalog
Delegation of Purchasing Responsibility
Rich Electronic Content
Vendor Registration
New Profiles
Updates
Posting of Solicitations to the Web
RFP
RFQ
IFB
RFI
Commonwealth of Kentucky
12/8/2011 8
MARS
Management Administrative and Reporting System
PROCUREMENT benefits
Vendor submits responses via the Web
price quotations
document attachments
best value criteria
It will be the vendor’s responsibility to check the e-commerce web
page to ensure that no addendum or modification has been made
to a solicitation.
Automated Bid evaluations
Line level, group or total
Commonwealth of Kentucky
12/8/2011 9
MARS
Management Administrative and Reporting System
PROCUREMENT benefits
Automated receiving
Automated match process
Two way payment match (order-receive) goods (order-
invoice) services
Three way payment match (order-receive-invoice)
Inventory\fixed assets life cycle tracking through
disposal
Commonwealth of Kentucky
12/8/2011 10
MARS
Management Administrative and Reporting System
PROCUREMENT benefits
Shared vendor management & performance tracking
information
Tracking of Vendor statistics (complaints, protests,
resolutions)
Established through workflow
Submitted via the Web
Customer Resource Center Mgt
Collection of consumption data to support
procurement planning activities
Reports on commodity usage
Master agreement (PCT) usage
Catalog usage
Commonwealth of Kentucky
12/8/2011 11
MARS
Management Administrative and Reporting System
Overview:
Catalog Functionality
Commonwealth users will have access to one
stop shopping through the MARS catalog
module. All approved sources of supply will be
included in the catalog;
The MARS search engine provides robust
searching capabilities and on-line access to rich
electronic content;
Ability for the Commonwealth to load simple files
as Catalogs.
Commonwealth of Kentucky
12/8/2011 12
MARS
Management Administrative and Reporting System
Catalog Demonstration
The Catalog File
The Commonwealth is asking for an
electronic file containing all of your
items that are currently on Price Contract
- your catalog file can not contain items
that have not been approved as part of
your Price Contract.
Commonwealth of Kentucky
12/8/2011 14
MARS
Management Administrative and Reporting System
Catalog File Layout
Field Name Description Miscellaneous
Category (Optional) The name of The file categories.xls contains all applicable
the Category identified categories. Select one for this item. If no category
from the is applicable use the text “No Category”.
Commonwealth'’
Description
categories.
Short Item Description The product name or short description of the
product
The file
Sup Name
Sup Part Num
Supplier Name
Supplier Part Number
The name of the supplier who provided
information about the product
The product part number provided by the supplier
should be in
(sometimes called SKU)
Price The list or manufacturer
suggested retail price for
the product
This item does not include a dollar sign. Format:
###.## MS-EXCEL
UOM Unit of Measure The two digit Unit of Measure that matches the
Commonwealth’s approved unit of Measures
Picture (Optional)The file name
of the picture that
detailed in file:Unit of Measure.xls
The file should be in JPEG format and not exceed
280 X 210 pixls. Each graphics file should be
97 format
should be included in included with the submission of the catalog file to
the catalog for this item the Commonwealth.
Commonwealth of Kentucky
12/8/2011 15
MARS
Management Administrative and Reporting System
Content Management
Make data commerce ready:
Take paper catalog or electronic file and
refine the data to make it suitable for
electronic commerce
“Findable” and presentable
Commonwealth of Kentucky
12/8/2011 16
MARS
Management Administrative and Reporting System
Content Management
Options
•Create file that conforms to
defined standard;
•Third Party Content
Management Firms.
Commonwealth of Kentucky
12/8/2011 17
MARS
Management Administrative and Reporting System
Web Registration: Overview
You can now maintain your own Vendor
records through the Internet and world
wide web.
Commonwealth of Kentucky
12/8/2011 18
MARS
Management Administrative and Reporting System
Browse for
Opportunities:Overview
Search for new opportunities to do
business with Kentucky;
View and print the entire Solicitation on-
line
Commonwealth of Kentucky
12/8/2011 19
MARS
Management Administrative and Reporting System
Submit Bids Online:Overview
Submit your responses to all solicitation
types on-line.
We will be asking for pricing, responses
to best-value criteria, and supporting
electronic files.
Commonwealth of Kentucky
12/8/2011 20
MARS
Management Administrative and Reporting System
Announce Awards
The Commonwealth will announce all
awards on their web site.
Commonwealth of Kentucky
12/8/2011 21
MARS
Management Administrative and Reporting System
Feed back:
Questions can be submitted through the
Commonwealth’s existing Web site at
http://www.state.ky.us/agencies/adm/
mars/faq_mars.htm
Commonwealth of Kentucky
12/8/2011 22
MARS
Management Administrative and Reporting System
Timeline:
MARS will go live July 1, 1999.
To be included in the Catalog for July
1st we need your file before May 15th to
guarantee your participation.
Files received after May 15 will be
incorporated after July 1 on a first come,
first serve basis.
Commonwealth of Kentucky
12/8/2011 23
MARS
Management Administrative and Reporting System
Questions?
Commonwealth of Kentucky
12/8/2011 24
MARS
Management Administrative and Reporting System