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Records Management Process Flow Chart 9-3-2010

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Records Management Process Flow Chart 9-3-2010 Powered By Docstoc
					                                                  RECORDS MANAGEMENT FLOWCHART


                              SRM IFB                     SOLICITATIONS                     SAP R3 RFQ


                                IFB                                                        R3/SAP RFQ (IFB)
                     {Publish to SRM Portal}                                                Establish CN#
                         MANDATORY                                                  All Documents for Solicitation
                 All Documents for Solicitation                                        Attached to R3/SAP RFQ.
                            Attached.




            Send e-Alert and email to the incumbent                            Send e-Alert and email to the incumbent
          supplier(s) and any known potential bidders                            supplier(s) and any known potential
         directing them to the SRM Portal to download                         bidders directing them to eMarketplace to
                   the solicitation documents.                                  download the solicitation from the DGS
                                                                                               website.




         Receive Bid Responses though SRM Portal. Bidders                       Receive Bid Responses in Bid Room, in the
         must attach all required documentation. Costs can                      required electronic format, i.e. CD; and, if
         be entered 1 of 3 ways: per line item, per lot or by                           requested, paper copies.
                     attached cost spreadsheet.



          Commodity Specialist opens bid electronically                          Bid room provides list of bidders.
           in Bid Room, provides a list of bidders and                      Commodity Specialist opens bid in Bid Room and
                follows Bid Opening Procedures.                                  follows Bid Opening Procedures.




                              Commodity Specialist creates bid tab and BA/CC posts bid tab to eMarketplace.




            Commodity Specialist creates follow-on                         Commodity Specialist creates R3/SAP Contract
                         document.                                             (Number: 46#)/PO (Number: 45#)
         SRM Contract (Number: 44#)/PO (Number: 43#)
                                                                          All Documents for Contract/PO attached in SAP.
          All Documents for Contract/PO attached and                       Scan into Onbase the additional documents in
               additional requirements for Records                          accordance with the Document Naming and
         Management, in accordance with the Document                             Records Management Procedure.
          Naming and Records Management Procedure.
                                                                          Remember this includes, but not limited to the
                                                                          following:
                                                                               Unsuccessful bids, notes and working
                                                                                papers, STD-21 documentation.




           After Contract/PO fully executed:
                     Prepare the documents to be uploaded on eMarketplace and /or Treasury website.
                     Commodity Specialist to provide required documents for posting to the V: Contract Change Folder for
                      their respective team for review by their ACM. ACM will copy the documents to be posted into
                      internet Bid Folder and send email notification to BA /CC for posting. ACM will also place a copy of the
                      document changes in the V: Current Contracts Folder.


           Continue to add additional documents to the contract file, and Records Managements or Onbase, during the life
           of the contract, i.e. change notices, amendments, renewals, etc.
                     BA/CC will post the revisions with a copy of the newest version of the contract on eMarketplace and/or
                      Treasury as applicable.




Records Management Process Flow Chart 9/3/2010 Rev. 0                                                                            Page 1 of 3
                                               RECORDS MANAGEMENT FLOWCHART


                                  SRM RFP                 SOLICITATIONS             SRM RFQ FROM ITQ


                                              Complete SRM Solicitation (Number: 61#)



                                   RFP                                                RFQ (Formal Process)
                         {Publish to SRM Portal}                                      {Held Status in SRM}
                             MANDATORY                                           All Documents for Solicitation
                     All Documents for Solicitation                                         Attached
                                Attached



                                                                                Send e-Alert and email to the pre-
            Send e-Alert and email and any known potential                          qualified suppliers for that
              offerors directing them to the SRM Portal to                          category directing them to
                       download the solicitation.                                eMarketplace to download the
                                                                                solicitation from the DGS website.



              Receive Responses in Bid Room, in the required electronic format, i.e. CD; and, if requested, paper copies.



            Save a copy of each offeror’s response provided in their electronic response in your designated working folder,
               i.e. “U: drive” for DGS/BOP. Follow the File Naming Procedure when saving and naming your documents.
                                          DGS/BOP uploads technical submittals to eRFP for evaluation.



           After evaluation is complete and recommendation for selection is approved, assign a Contract/PO number in
           SRM and place all documents relative to this solicitation:

                      DGS/BOP - In the V: Current Contract Folder under the SRM Contract/Purchase Order and save in
                       the Solicitation Document Folder for that Contract/PO; and

                      Upload into Records Management under the solicitation number, in accordance with the Document
                       Naming and Records Management Procedure for RFP/RFQ.




                         Complete SRM Contract                                  Complete SRM Purchase Order
                             (Number: 44#)                                             (Number: 43#)
                     All Documents for Contract and                             All Documents for PO and RM
                              RM Attached                                                 Attached




                     DGS/BOP: Save all Contract Documents in the V: Current Contracts Folder under the SRM
                      Contract/Purchase Order and save in the Contract Document Folder for that Contract/PO; and
                     Upload into Records Management under the Contract/PO number, in accordance with the
                      Document Naming and Records Management Procedure.



           After Contract/PO fully executed:
                     Prepare the documents to be uploaded on eMarketplace and /or Treasury website.
                     Commodity Specialist move required documents for posting to the V: Contract Change Folder for
                      their respective team for review by their ACM. ACM send email notification to BA/CC for posting.




           Continue to add additional documents to the contract file during the life of the contract, i.e. change notices,
           amendments, renewals, etc.
                     BA/CC will post the revisions with a copy of the newest version of the contract on eMarketplace
                      and/or Treasury as applicable.




Records Management Process Flow Chart 9/3/2010 Rev. 0                                                                         Page 2 of 3
                                                 RECORDS MANAGEMENT FLOWCHART


                                                                 COSTARS



                                                                   IFB
                                                     Create using BCMS {Templates}
                                                       Save to e-contract folder at
                                                     R:\Forms\COSTARS Completed.




                                                          Publish to DGS website
                                                             COSTARS
                                                             eMarketplace




                                                   Send eAlert and email to incumbent
                                                   supplier(s) and any known potential
                                                 bidders directing them to download the
                                                    solicitation from the DGS website.




                                                 Receive Bid Response(s) in Bid Room, in
                                                the required hard-copy format. (Bidder is
                                                   also encouraged to include in its bid
                                                package an electronic submission, i.e. CD.)



                                Commodity Specialist executes contract award in accordance with procedures.




                                       Retain all electronic Contract documents in the e-contract
                                       folder at R:\Forms\COSTARS Completed to be retained in
                                       accordance with Records Management Policy. Includes,
                                       but may not be limited to the following:
                                        Award Letter
                                        Contractor Responsibility Determination
                                        Bid Item Workbook




                                        Scan the following hard-copy Contract documents to the
                                        e-contract folder at R:\Forms\COSTARS Completed to be
                                        retained in accordance with Records Management
                                        Procedure. Includes, but may not be limited to the
                                        following:
                                         Signed Bid/Contract Form (Executed Signature Page)
                                         Corporate Certification (if applicable)
                                         Small Business Certification (if applicable)
                                         Department of State Certification
                                         Manufacturer(s) Authorization (if applicable)

                                        Remember this also includes, but is not limited to:
                                         Unsuccessful bids, notes and working papers.




            After Contract fully executed:
                      Prepare the documents to be uploaded on COSTARS webpage.
                      Commodity Specialist will copy the documents to be posted into COSTARS Internet Posting Folder.
                      Systems Section will upload the documents to the COSTARS webpage and Treasury website.
                      Destroy hard-copy Contract file.



            Continue to add additional documents to the e-contract file during the life of the contract, i.e. addendums,
            renewals, product/price updates, etc.
                      The newest version of any product/price update will be posted to the COSTARS webpage.




Records Management Process Flow Chart 9/3/2010 Rev. 0                                                                      Page 3 of 3

				
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