Docstoc

Request for Quotes

Document Sample
Request for Quotes Powered By Docstoc
					State of Connecticut
     Core-CT Project

Request and Evaluate Quotes
           4 hrs


                              Updated 04/16/2003
                                                                      Welcome

Getting Started

Welcome to the Request and Evaluate Quotes course!
  • Instructor introduction
  • Participant introduction
  • Training facility orientation
  • Ground rules
  • To participate in this course, you should have already completed the
    following training:
        PeopleSoft Navigation Tutorial
        Purchasing Overview course




                                                                            2
                                                                      Welcome

Objectives

In this training, you will learn to:
   • Apply the new Purchasing processes that you learned about in the
     Overview course. We will specifically focus on the following processes:
         Defining RFQ Vendors
         Creating & Dispatching RFQs
         Entering Vendor Responses
         Analyzing and Awarding RFQs


   • Use Core-CT as a tool in supporting the processes
   • Utilize Core-CT functionality to maximize your efficiency



                                                                               3
                                              Welcome

Agenda

 Welcome                         15 minutes
 Define RFQ Vendors              20 minutes
 Create & Dispatch RFQ           45 minutes
 Break                           15 minutes
 Enter Vendor Responses          40 minutes
 Analyze Responses & Award RFQ   45 minutes




                                                    4
                                                                                  Welcome

Training Tools

In this training session, we will use tools created specifically for this
course.
   • Presentation
         We will use a PowerPoint presentation to guide us through our discussion of
          processes and key points related to using Core-CT to support those processes

   • Exercises
         We have developed exercises that will enable you to practice the skills you will
          learn in each module

   • Training Database
         The functionality in our database mirrors the Core-CT production environment
          closely, though some changes will likely be made prior to go-live
         Significant changes made after training will be communicated to you
         Data has been loaded into the system to help you learn how to use the system,
          not to reflect a specific agency’s transactions
         You can make mistakes and experiment without consequence
                                                                                             5
                                                                        Welcome

Training Tools

We will also use a web-based help system during the class. This
tool will be available to you after go-live.
  • Web Learning Assistant
        Web-based tool that provides help and detailed information for specific
         Core-CT job functions
        Contains: concepts, procedures, flows, job aids, and a glossary
        The WLA is your primary reference tool once Core-CT goes live




                    Let’s walk-through the tool together now.

                WLA Browse Path: Purchasing, Request for Quotes



                                                                                   6
                                                             Welcome

Training Tools

Job Aids are available to reinforce the information introduced in
this course. Job Aids summarize key information and outline
critical processes in Core-CT.
  • General Job Aids
  • Module Specific Job Aids
  • Reporting Job Aids




                                                                    7
                                                                        Welcome

Core-CT Navigation

Review of Core-CT Navigation. Together we will practice the skills
you learned in the Navigation Tutorial.
  • Universal Navigation Header
        Activity: Log in and use the Universal Navigation Header to sign off
         Core-CT
  • Left-Hand Navigation Menu
        Activity: Use the Left-Hand Navigation Menu to step through the
         various levels of the directory structure
  • Page Tabs
        Activity: Use page tabs to move between pages within a component
  • Links
        Activity: Use links to access and return from pages within a
         component

                                                                                8
Agenda

 Welcome                         15 minutes
 Define RFQ Vendors              20 minutes

 Create & Dispatch RFQ           45 minutes
 Break                           15 minutes
 Enter Vendor Responses          40 minutes
 Analyze Responses & Award RFQ   45 minutes




                                              9
                                                      Define RFQ Vendors

Overview

The Request and Evaluate Quote course will introduce the
business process through which your agency will enter request
for quotes (RFQs). In this section we are describing RFQ Vendors,
which consists of:
  • Defining the Vendor Quote Group (Optional)
  • Preparing a list of vendors before you start the RFQ




                                                                       10
                                               Define RFQ Vendors

Process Flow



                                                        Analyze
                            Create
   Define                               Enter Vendor   Responses
                               &
 RFQ Vendors                             Responses         &
                         Dispatch RFQ
                                                       Award RFQ




          Create Vendor
          Quote Group

          Manual Entry




                                                                   11
                                                      Define RFQ Vendors

Key Points

Defining (creating) a Vendor Quote Group is an optional step. It
can be done ahead of time, after you create an RFQ, or not at all.
When sending an RFQ, you do not have to use all the vendors in
your Vendor Quote Group.
  • You can use vendors that are not contained in the Core-CT vendor file,
    however, upon award all vendors that have been awarded the quote must
    be in approved status in the Core-CT vendor file.

  • If using a Vendor Quote Group, additional vendors can be added while
    creating the RFQ; however, these additions will not be automatically
    added to the original Vendor Quote Group.




                                                                             12
                                                       Define RFQ Vendors

Walk-through and Exercise

Let’s log-in to Core-CT.
  • First, we will walk-through the process together
        Scenario: Create a Vendor Quote Group

  • WLA Path:
        Purchasing, Managing Requests for Quotes, Data Entry Procedures,
         Define Vendor Group Quote

  • On your own, complete exercise # 2 in your Exercise packet
        Remember to utilize the Web Learning Assistant
        Raise your hand if you need any assistance




                                                                            13
Agenda

 Welcome                         15 minutes
 Define RFQ Vendors              20 minutes
 Create & Dispatch RFQ           45 minutes
 Break                           15 minutes
 Enter Vendor Responses          40 minutes
 Analyze Responses & Award RFQ   45 minutes




                                              14
                                                    Create & Dispatch RFQ

Overview
The Request and Evaluate Quotes course will introduce the business process
through which your agency will enter requests for quotes (RFQs) and then
dispatch them to the vendor. This section will demonstrate how to create an RFQ
and dispatch it to the vendors.

An RFQ can be created by:
  • Entering it directly online
   • Copying an existing RFQ
   • Copying an existing Requisition

Dispatch methods include:
   • Fax
   • Print
   • E-mail
   • Phone



                                                                                  15
                                          Create & Dispatch RFQ

Process Flow



                                                       Analyze
                            Create
  Define RFQ                           Enter Vendor   Responses
                          & Dispatch
   Vendors                              Responses         &
                             RFQ
                                                      Award RFQ




          Create Vendor
          Quote Group

          Manual Entry




                                                                  16
                                               Create & Dispatch RFQ

Key Points


  • RFQs will be created for items that are not on contract and over the
    $2,500 threshold set by DAS/DOIT.

  • An RFQ must be approved before it can be dispatched and
    responses entered.

  • RFQs in excess of $10,000 and up to $50,000 must be posted on the
    DAS website using the bidder notification system.




                                                                           17
                                                   Create & Dispatch RFQ

Walk-through and Exercise

Let’s log-in to Core-CT.
  • First, we will walk-through the process together
        Scenario: Create & Dispatch an RFQ

  • WLA Path:
        Purchasing, Managing Requests for Quotes, Data Entry Procedures,
         Add RFQs

  • On your own, complete exercise # 4 in your Exercise packet
        Remember to utilize the Web Learning Assistant
        Raise your hand if you need any assistance




                                                                            18
                                                   Create & Dispatch RFQ

Walk-through and Exercise

Let’s log-in to Core-CT.
  • First, we will walk-through the process together
        Scenario: Create an RFQ from an Existing RFQ

  • WLA Path:
        Purchasing, Managing Requests for Quotes, Data Entry Procedures,
         Copying An Existing RFQ

  • On your own, complete exercise # 6 in your Exercise packet
        Remember to utilize the Web Learning Assistant
        Raise your hand if you need any assistance




                                                                            19
                                                   Create & Dispatch RFQ

Walk-through and Exercise

Let’s log-in to Core-CT.
  • First, we will walk-through the process together
        Scenario: Create an RFQ from an Existing Requisition

  • WLA Path:
        Purchasing, Managing Requests for Quotes, Data Entry Procedures,
         Copying An Existing Requisition

  • On your own, complete exercise # 8 in your Exercise packet
        Remember to utilize the Web Learning Assistant
        Raise your hand if you need any assistance




                                                                            20
Agenda

 Welcome                         15 minutes
 Define RFQ Vendors              20 minutes
 Create & Dispatch RFQ           45 minutes
 Break                           15 minutes
 Enter Vendor Responses          40 minutes
 Analyze Responses & Award RFQ   45 minutes




                                              21
                                      Enter Vendor Responses

Overview

The Request and Evaluate Quotes course will introduce the
business process through which your agency will process vendor
responses. This section will demonstrate how to enter the
following:
  • Response Header Information
  • Line Information
  • Comments




                                                                 22
                                         Enter Vendor Responses

Process Flow



                                                       Analyze
                            Create
  Define RFQ                           Enter Vendor   Responses
                          & Dispatch
   Vendors                              Responses         &
                             RFQ
                                                      Award RFQ




          Create Vendor
          Quote Group

          Manual Entry




                                                                  23
                                             Enter Vendor Responses

Key Points

  • Once an RFQ has been awarded, certain fields will no longer be
    available for entry.

  • When entering vendor responses, remember that a response needs
    to be entered for each line item or item group included if the vendor
    is responding to the entire RFQ.




                                                                            24
                                                Enter Vendor Responses

Walk-through and Exercise

Let’s log-in to Core-CT.
  • First, we will walk-through the process together
        Scenario: Enter Vendor Responses

  • WLA Path:
        Purchasing, Managing Requests for Quotes, Data Entry Procedures,
         Enter RFQ Responses

  • On your own, complete exercise # 10 in your Exercise packet
        Remember to utilize the Web Learning Assistant
        Raise your hand if you need any assistance




                                                                            25
Agenda

 Welcome                         15 minutes
 Define RFQ Vendors              20 minutes
 Create & Dispatch RFQ           45 minutes
 Break                           15 minutes
 Enter Vendor Responses          40 minutes
 Analyze Responses & Award RFQ   45 minutes




                                              26
                                    Analyze Responses & Award RFQ

Overview

The Request and Evaluate Quotes course will introduce the
business process through which your agency will analyze vendor
responses and award RFQs. This section will demonstrate how to
enter the analysis and award the quote. In general, the following
will determine the route that the RFQ takes:
  • If the bid is for a one time order and for a single agency, the RFQ will
    most likely become a purchase order

  • If the bid is for a multiple time order and cross agency, the RFQ will most
    likely become a contract. These contracts could be made available to a
    group of state agencies, as well as political subdivisions




                                                                                  27
                                Analyze Responses & Award RFQ

Process Flow




                        Create                        Analyze
  Define RFQ                         Enter Vendor
                           &                        Responses &
   Vendors                            Responses
                     Dispatch RFQ                    Award RFQ




          Create Vendor
          Quote Group

          Manual Entry




                                                                  28
                                 Analyze Responses & Award RFQ

Key Points

  • Analysis of vendor responses is necessary before you can award
    the RFQ.

  • You cannot award a quantity larger than the original requested
    quantity.

  • If you have multiple eligible vendors, you can split the order
    quantities between them.

  • You can create a purchase order or contract from an RFQ after the
    line items have been awarded to the vendor(s).




                                                                        29
                                   Analyze Responses & Award RFQ

Walk-through and Exercise

Let’s log-in to Core-CT.
  • First, we will walk-through the process together
        Scenario: Analyze Vendor Responses, Award an RFQ & Create a
         PO from an RFQ

  • WLA Path:
        Purchasing, Managing Requests for Quotes, Data Entry Procedures,
         Enter RFQ Analysis

  • On your own, complete exercise # 12 in your Exercise packet
        Remember to utilize the Web Learning Assistant
        Raise your hand if you need any assistance




                                                                            30
Conclusion

Wrapping Up Request and Evaluate Quotes:
  • Summary of Completed Course Objectives
        Defining RFQ Vendors
        Creating & Dispatching RFQs
        Entering Vendor Responses
        Analyzing and Awarding RFQs


  • Final Questions




                                             31
                                                             After Final Topic

Sandbox Goals/ Action Plan/Adjourn

After this class, Agency users can:
  • Use the Sandbox environment as a database that has been set up to
     utilize for practice on Core-CT to keep reinforcing what you have learned
     today.

  • Use all of the exercises completed here in class as job aids in the
     Sandbox environment when you return to your agencies.

  • Fill out the Action Plan sheet so the participants can plan when they will
     be utilizing the Sandbox and can make the commitment to do so.

  • Complete the course evaluation forms.
  • Wrap up and Adjourn the class.


               www.core-ct.state.ct.us/user/practice/Default.htm

                                                                                 32

				
DOCUMENT INFO
Description: Request for Quotes document sample