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Core-CT Procurement Contracts Training

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Core-CT Procurement Contracts Training Powered By Docstoc
					Core-CT
Procurement 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
  Standards
  http://www.opm.state.ct.us/finance/pos_standard
  s/coststandards.htm

  http://www.opm.state.ct.us/finance/psa/standards
  .htm
 Procurement Contracts Process Flow


Procurement       Contract
  Contract       Amendment




  Contract
  Approval



    Copy           PO           PO
                                          Budget   Dispatch    Receiving
 Contract to a   Amount      Chartfield
                                          Check
Purchase Order   Approval    Approval




                                                   PO Change    Payables
                                                    Orders
   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
  Contract         Amendment




  Contract
  Approval



    Copy           PO             PO
                                            Budget   Dispatch    Receiving
 Contract to a   Amount        Chartfield
                                            Check
Purchase Order   Approval      Approval




                                                     PO Change    Payables
                                                      Orders
Procurement Contracts
 Purchasing > Procurement Contracts > Add/Update Contracts




                                         Contract ID numbering schema

                                                   07DCF5555AA
Procurement Contracts – General Contract



                                      Contract Types:
                                      BU Award
                                      Constr.
                                      GL
                                      Grant
                                      Loan
                                      MA
                                      MOU
                                      POC Comp
                                      PON Noncomp
                                      PSC Comp
                                      PSN Noncomp
                                      Rght of Wa
                                      Rntl Lease
                                      Statewide
 Procurement Contracts - General Contract
Voucher Contract Options
Entering Contract Retainage
Procurement Contracts – Purchase Order

Purchasing > Procurement Contracts > Add/Update Contracts




                                        Contract ID numbering schema

                                                  07DCF5555AA
Procurement Contracts – Purchase Order

                                 Contract Types:
                                    BU Award
                                     Constr.
                                       GL
                                      Grant
                                      Loan
                                       MA
                                      MOU
                                   POC Comp
                                  PON Noncomp
                                   PSC Comp
                                  PSN Noncomp
                                   Rght of Wa
                                   Rntl Lease
                                    Statewide
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
  Contract         Amendment




  Contract
  Approval



    Copy           PO             PO
                                            Budget   Dispatch    Receiving
 Contract to a   Amount        Chartfield
                                            Check
Purchase Order   Approval      Approval




                                                     PO Change    Payables
                                                      Orders
 Approving Procurement Contracts
Purchasing > Procurement Contracts > Add/Update Contracts

                            7
                                       Approval Steps
                                       1. Review the Contracts page.
                                       2. Review the PO Defaults link.
                                       3. OPM Reporting Link
                                       4. Review the Lines group box.
                                       5. Review the Line Details icon.
                                       6. Review the Distributions
                                       7. Approve the Contract.
Procurement Contracts Process Flow



                                Copy
Procurement      Contract                    Budget               Receiving
                             Contract to a            Dispatch
  Contract       Approval                    Check
                            Purchase Order




                                                      PO Change
   Copy an                        PO                              Payables
                                                       Orders
   Existing                     Amount
 Contract to a                 Chartfield
   Contract                    Approval
Copy a Contract from an Existing Contract

  Purchasing > Procurement Contracts > Add/Update Contracts




                                                Use the Contract
                                                numbering schema
                                                Select Contract
                                                Process Option –
                                                Purchase Order or
                                                General 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
  Contract         Amendment




  Contract
  Approval



    Copy           PO             PO
                                            Budget   Dispatch    Receiving
 Contract to a   Amount        Chartfield
                                            Check
Purchase Order   Approval      Approval




                                                     PO Change    Payables
                                                      Orders
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
  Contract         Amendment




  Contract
  Approval



    Copy           PO             PO
                                            Budget   Dispatch    Receiving
 Contract to a   Amount        Chartfield
                                            Check
Purchase Order   Approval      Approval




                                                     PO Change    Payables
                                                      Orders
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
  Contract         Amendment




  Contract
  Approval



    Copy           PO             PO
                                            Budget   Dispatch    Receiving
 Contract to a   Amount        Chartfield
                                            Check
Purchase Order   Approval      Approval




                                                     PO Change    Payables
                                                      Orders
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

                  EPM 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.
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

				
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