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					                                             PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                   Current SAP Functionality in County                            Additional Functionality Required

I. General Procurement and Contract System Requirements

Multnomah County's procurement and contract data base should          ECC 6.0 is used for creating and processing SAP contract     _ Procurement development, administration, and tracking
be a full-service system that includes planning for, creating, and    documents, making payments, and reporting contract           system
managing procurements; creating and processing contracts;             balances and data. The RFQ, Source Determination, and        _ Document builder for procurements and contracts
making payments; recording and tracking contractor performance;       Vendor Evaluation functionalities are not used. They might   _ Workflow tracking system
and evaluating contract data via reports.                             be able to meet some of the need but not all, due to the     _ Vendor evaluation
                                                                      focus on pricing and low bids.                               _ Records management

The procurement and contract system should be able to date and        There is no tracking of contract preparation or              _Contract preparation workflow and date tracking
time track the contract development process in all its phases:        procurement. Linkage of requisition to contract to release   _Procurement preparation workflow and date tracking
requisition, procurement, contract, department signature, CPCA        order to goods receipt to payment is integrated in the       _Contract approval workflow
review, Legal review, vendor signature, final execution. The system   current version.
should also track contract administrative functions and close out.

The procurement and contract system should be able to track
document edits and versions, note who made the changes and
when. The system should be able to accommodate and track
multiple versions.
The procurement and contract tracking system must be flexible         Purchasing documents have been defined to differentiate _Procurement system
and expandable to include at least 13 different procurement types     procurement classes, routing and signature procedures,
and 17 purchasing document types, including requisitions,             role access, contract release order types, and other policy
purchase orders, contracts/outline agreements, and contract           determinants.
release orders.
The procurement and contract system should be able to use             Contracting functions use SAP master data.                   _ Vendor self-registry or self-service process to update
master data stored in SAP, including vendors, materials, accounts,                                                                 records.
internal delivery addresses, departments (plants), and divisions                                                                   _ Validations to warn of inconsistencies between material
(purchasing groups).                                                                                                               group and GL account
The procurement and contract system should be able to use             Business partner functionality could be used (but isn't) for _ System to file communications.
master data, record communications, and generate emails for           tracking companies that are not County vendors.              _ System to record and report on MWESB status, company
companies even if they are not currently doing business with the                                                                   characteristics.
County. Types of information include MWESB status,
qualifications, types of business, use of subcontractors and their
MWESB status. (This is commonly considered an MWESB data
base.)
The procurement and contract system should be able to transfer        Requisitions flow to outline agreements, which flow to       _Procurement tracking system
data, documents, and texts to subsequent (follow-on) documents,       release orders, which flow to goods receipts, which flow to _Vendor Evaluation system
which eliminates or reduces duplicate data entry. The system          invoice receipts, which post to accounting, controlling, and
should allow for changes in subsequent documents.                     funds management.

The procurement and contract system should have a library and    Contract and procurement documents are created outside _Document Builder
document builder capability in which standardized and customized of SAP.
boilerplates and templates can be created, stored, amended,
saved, and used again.



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                                             PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                   Current SAP Functionality in County                             Additional Functionality Required

The procurement and contract system should have an enterprise-       Anyone with SAP access can view contracting, vendor,          _ System for creating word processing documents for
wide display access to all parts of the system, with role-based      and payment data and reports. They can run reports and        procurements and contracts and storing them in an
access to create and change documents. More than one person          create variants. People with role access can create and       electronic contract file.
should be able to work on segments of the documents at the same      change each others' documents; only warehouse
time (e.g., contract boilerplate versus scope of work).              documents have restricted access.

The procurement and contract system should associate each            Contract purchasing group designates the division or          _Procurement system with organizational designators
procurement and contract with one or more owners. Procurements       departmental owner of a contract. Plant identifies, by line
and contracts that cross divisions or departments may have more      item, the department that owns that line.
than one owner.
The procurement and contract system should have electronic           Requisition, outline agreement, release order, and            _ Electronic file of written procurements and contracts
storage in order to eliminate paper and the necessity to move        payment history are electronically stored. Actual contract    _ Electronic file of vendor evaluations
paper among the parties involved in procurement and contract         is not in SAP.                                                _ Electronic file of case notes, communications
preparation.
The procurement and contract system should produce easy-to-use       Contracting and financial reports are accessible to anyone _ Connection to County reporting tool; training on how to
detail and summary reports, with drill-down capability. The          with SAP access. Available are over 150 standard SAP,      format reports
reporting functionality should be accessible enterprise wide for     custom, and query type reports, which can be downloaded _ Mandatory end-user training on system reports
report preparation. The system should coordinate well with the       to Excel or Access.
County's chosen reporting tool.
The procurement and contract system must tie seamlessly into the     Outline agreements and release orders are created in      _SRM, PPS, MM, NetWeaver, Records Management
County's payment and financial system, using the same master         SAP, using master data and account codes. The goods       integrated with SAP financials and human resources - base
data (vendors, accounts, materials), and posting directly into the   receipt and invoice receipt processes are seamless within requirement
accounts. The system must integrate completely with SAP funds        SAP.
management, controlling, and financial modules.

The procurement and contract system must tie seamlessly into the     The purchasing and inventory functionalities within SAP
County's inventory system, which uses SAP for purchasing,            are seamless. They integrate with Funds Management,
reservations, goods issues, inventory management, vendor             the County's formal budget module.
payments, materials requirements planning, and physical
inventory. The system should track back order status
automatically.
The procurement and contract system should be able to validate       Document types and GL accounts were not restricted to a
type of purchase to document type, maybe with a warning              type of purchase, to reflect County business practices.
message.
The procurement and contract system should incorporate               SAP workflow is not used. Each Department has created         _ Workflow with alternate approval routes
workflows and email notifications, but have a flexible workflow      its own system to track document development and              _ Email notifications of workflow approvals.
design to accommodate Departmental differences in contract           routing. Only the requisition uses SAP's online approval
preparation and routing. The email notifications would inform        release process.
people of all downstream functions, e.g., when the procurement
has been forwarded to the next step. The number of steps needs to
be carefully defined in order to not inundate email boxes.




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                                               PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                    Data System Specification                                    Current SAP Functionality in County                           Additional Functionality Required

The procurement and contract system should have the ability to          County uses various upload and download programs. It is _Formal process to integrate Millenium purchases
interface with other County purchasing systems, specifically            in the process of implementing NetWeaver PI.            _Plan to integrate DCJ client and provider data
Millenium (library book management system) and with client                                                                      _Vendor self registry (DCJ system)
service systems
The procurement and contract system should retain an electronic         Hard copy contract is not in SAP.                          _Records Management
copy of executed contract with signatures                                                                                          _Electronic File
The procurement and contract system should have visibility of all                                                                  _Records Management
previous documentation in the process, from first request for                                                                      _Electronic File
requisition number in SAP, through bid, contract award,
performance monitoring, to close, including pertinent e-mails,
successful and unsuccessful bids, protests, external notification,
and vendor correspondence.
The procurement and contract system should have the ability to                                                                     _Records Management
group documents into records series for the purpose of applying
retention; and to apply those retentions on the basis of process
triggers (for example, upon contract expiration)
The procurement and contract system should have the ability to                                                                     _Records Management
authorize, document, and dispose of records at the expiration of
their retentions, and allow for the holding from destruction of
selected records in response to litigation, continuing audits, and/or
public access requests.
The procurement and contract system should have alerts when             County does not use budget availability.                   _Budget availability tied to contracts and procurements
contracts are reaching procurement authority and release orders
are reaching contact target value and when procurement or
contract is about to expire.
The procurement and contract system should have the ability to          Hard copy feature does not work beyond the initial screen. _Mechanism to print search results
print the documents and the full screen.
The procurement and contract system should have a print button,
to allow reprinting of documents without the elaborate output table
process in R/3.
The procurement and contract system should have the ability to
integrate online documents into SAP documents.
The procurement and contract system should be able to integrate         County uses TXShuttle to upload spreadsheet information.
data from an Excel spreadsheet.
The procurement and contract system should allow end users to
move in and out of the system without interruption or loss of data

The procurement and contract system should be able to
electronically collect data, e.g., MWESB, distribute files, e.g.,
proposals, and produce supporting documentation, e.g., templates,
flyers, event calendar, newsletters, etc.
II.A. Vendor Registry




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                                              PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                  Current SAP Functionality in County                             Additional Functionality Required

Multnomah County should have a vendor self-registry where               Vendor master data system includes address, MWESB         _ System to track multiple procurement interests, that can
vendor can enter its address and contact information, procurement status. The Type of Business is used for one procurement        be used to generate email lists for procurement
interests, MWESB status. Registry is not procurement specific.          interest. There is the potential for adding contact       advertizements.
                                                                        information, not used currently. PDT unit is solely       _ Self-service process beyond firewall with firewall
                                                                        responsible for entering master data.                     protections and approvals for changing data.
Sensitive vendor fields, e.g., federal id, should be viewable by        Federal Id is viewable on reports and in vendor record.
contract preparers and invoicers in order to select the correct         Bank information is withheld based on role.
vendor
Create and change access to vendor master data should be                Vendor master data are maintained only by PDT unit.
restricted to a designated work unit with specific SAP roles.
Vendor registry should be able to interface with the State or
Oregon OMWESB State Certified Directory, the SOS Corp
Website, nonprofit registries, and federal debarred lists. Also link to
County website for admin rules.
II.B. Vendor Data Fields (of special interest)
EEO status                                                                                                                        _Field for EEO Status, with date
MWESB status, with details of gender and ethnicity                      Minority Indicator
Non profit status                                                       Recipint type
Address, phone, fax, email                                              Standard SAP fields
Different mailing address                                               County creates different vendor number and partners the
                                                                        vendors
DUNS number                                                                                                                       _Field for DUNS number (Tax Number?)
Federal tax id                                                          Tax Number 1 or 2
Fields of interest for procurements (multiple), consistent with         Type of Business
national or universal codes, e.g., NIGP, NIASC
Banking information (protected)                                         Bank information
III. A. Procurement System
The procurement system should be able to: generate draft and final Procurements are developed and tracked outside of SAP.         _ System to draft, get approval on, and release final
procurement documents, track the procurement through                    SAP's RFQ functionality does not fit with County's RFP    procurement documents.
designated and flexible milestones, and create a foundation for         needs.                                                    _ System that accommodates multiple types of
subsequent contract documents.                                                                                                    procurements (document types)
                                                                                                                                  _ System that has dates and a process to track procurement
                                                                                                                                  process milestones
The procurement system should have role-based access to             The contract and payment data are enterprise wide.            _ System that records procurements.
enter/change/display procurement data in a countywide data base     Procurement data are not linked to the contracts except       _ System that transfers procurement content to the contract
that links procurements, vendors, contracts, funding, and           through a Requirement Tracking field on the outline           content.
performance (including payments).                                   agreement and release order.                                  _System that allows program and others to edit and review
                                                                                                                                  drafts
The procurement system should automatically generate the            RFQ system can accommodate different procurement              _ System with automatic numbering
procurement number. The number should reflect different             types. County doesn't use RFQ.                                _ System with different document types.
procurement types.




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                                            PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                Current SAP Functionality in County                            Additional Functionality Required

The procurement system should have content and document                                                                        _ Document builder for procurements
builder capability for generation of procurements, which uses                                                                  _ Electronic filing system for procurements
templates and standard texts for terms and conditions, scope of                                                                _Modifiable templates
work, performance measures. These should be editable and
transportable into subsequent contracts.
The procurement system should have a procurement-related           RFQ system tracks which vendors RFQs were created for.      _Procurement database that records general and specific
vendor registry that records which vendors have a pre-identified   It does not track workflow type processes. County doesn't   data about the procurement
interest in the procurement, requested the procurement, attended a use RFQ.                                                    _Database that contains procurement data duing
pre-bid/pre-proposal conference, acknowledged receipt of                                                                       development, without vendors attached
addenda.
The procurement system should be able to record and compare                                                                    _Procurement evaluation schemas that score and rate
responses to a procurement based on qualitative evaluation                                                                     responses on qualitative factors or prices
scores. The scoring mechanism to record scores should be
comparable among all responses, based on other criteria than
price.
The procurement system should include in the procurement both                                                                  _Procurement system that records other data than just price
quoted prices and performance measures, perhaps with a scope of
work form that gets attached to contract.
The procurement system should have the ability to report bid                                                                   _Procurement system that records other data than just price
summaries, and compare side-by-side responses and identification
of the lowest price or highest evaluation scores by line item,
category, or total. Weighting and scoring are shown; ratings of
alternative work and additional work are allowed.
The procurement system should have a content system to collect                                                                 _Electronic file for procurements, by response
applicant responses to procurement, including price sheets and
written responses. This should be an electronic file
The procurement system should have the ability to notify vendors
electronically and en masse of new opportunities, and to send
electronic proposals or bids
The procurement system should have flexible evaluation
processes, including the ability to use 1st round evaluations for
multiple rounds
The procurement system should have the ability but not mandate
to require 2 different people to be logged on at response opening
(not high priority).
The procurement system should have the ability to publish the
procurement to WEB/ORPIN, using PDF and WORD to
accommodate different needs for editing.
The procurement system should have the ability to track
specialized requirements, such as bid bonds
The procurement system should have but not mandate the ability
to evaluate technical and price responses separately (two envelope
system)




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                                               PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                    Data System Specification                                   Current SAP Functionality in County                          Additional Functionality Required

The procurement system should have but not mandate the ability
to insure a contract-specific minimum order is awarded to
vendor(s) during contract.
The procurement should have the ability to include optional,
alternative, and additional line items in the procurement, contracts
and PO's.
The procurement system should include a project planning
structure (checklist) with required steps and due dates. An alert
message should be created when due date is due/missed.

The procurement system must allow for multiple awards per
procurement.
The procurement system should have a mechanism to record               Internal orders or PM work orders could be used to track
account assignment and mail codes for advertizing and CPCA             costs. The settlement rule would be assigned each
development charges.                                                   procurement based on the department's instructions.

The procurement system should track significant dates throughout
the process. These can be input (not system stamped dates).

The procurement system should have a checklist for minimum
quals in procurement review, to include: responses, scores,
review criteria, outcome (award, rating). Static information, not
used for reporting.
The procurement system should record subcontractor data (not
static info, is used for reporting).
The procurement system should have the ability to bid work order
jobs based on contract price sheets (weatherization)
The procurement system should have a way to include a checklist                                                                   _Procurement system
of procurement attributes, e.g. pre proposal conference yes/no,
mandatory yes/no. Also by response, whether applicant attended
or not.
The procurement system should have procurement boilerplate                                                                        _Document builder for procurements
questions incorporated into document, e.g.,: BOLI requirements,
work force training, federal funds, substitutions allowed, etc.

The procurement system should track addenda: # of addendum,                                                                       _Procurement system
type (major, info only), acknowledgement by applicants, etc.

The procurement system should have a date/time tracking system                                                                    _Procurement tracking system with workflow
of steps of the procurement: prequal process complete, intent to
award, award letter, protest, protest status, cancellations, rebids.




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                                              PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                   Current SAP Functionality in County                         Additional Functionality Required

The procurement system should be able to generate procurement                                                                  _Document builder for procurements
and contract documents, e.g., CPCA transmittal letter, vendor
award letter, vendor roster, weekly procurement schedules

The procurement system should have a way to list evaluators and                                                                _Procurement system evaluation data
their scores
III.B. Procurement Data Fields
Procurement title or description (~100 characters)
Responsible program or division
Responsible contact person
Procurement funding level
Funding sources
Date procurement released by Department to CPCA
Date/time of proposed release to public
Date/time actually released to public
Date/time responses due
Date of first contract execution
Account assignment to be charged for procurement costs
Indicator if federal funds are involved in procurement
CFDA # (optional entry)
Pre-proposal conference, yes/no
Pre-proposal conference mandatory, yes/no
By response, whether applicant attended or not
Names of evaluators per procurement
Evaluation scores
Evaluation rank by response
IV.A. Contract System
The contract system must be able to process different types of
purchasing documents, including purchase orders and contracts
with release orders.
The contract system should have role-based access to a                ECC 6.0 uses role-based access to create, change,
countywide system to create, edit, display contracts and contract     display contracts.
documents.
The contract system should have the ability to award a contract for   The County does not link contract levels to funding in
more than the current funding.                                        SAP. There is no system restriction to multi-year
                                                                      contracts.
The contract system should be flexible in allowing contract           Countywide contracts cannot use a requisition so are     _Procurement process that transfers to the contract
documents to be created in reference to other documents, e.g.,        created directly in SAP. County policy requires
requisitions and procurements, but also created directly.             Departments to create outline agreements in reference to
                                                                      a requisition, but there is no system validation of that
                                                                      policy. Requirement tracking number is a required field
                                                                      and is supposed to be the procurement number. The
                                                                      County does not use SAP RFQ process.




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                                              PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                  Current SAP Functionality in County                             Additional Functionality Required

The contract system should have mechanisms to require online         Requisition approval without classification is active. A   _Workflow for contract development and execution
approvals at various points in the contract development process.     contract release strategy is pending. A custom NetWeaver
                                                                     workflow with approval process applies to inventory
                                                                     reservations for Central Stores.
The contract system should be able to create a contract using        Contract document is not in SAP. There are a few           _Document builder functionality, to list standard texts, select
standard text and templates for scope of work, performance           standard texts that can be brought into the release order. them for this contract, and create a contract document
measures. The use of standard texts should be optional; standard                                                                _Word processing capability within Document Builder to add
texts should be modifiable. Revisions and templates should be                                                                   custom texts (xml capacity)
saveable for future use.                                                                                                        _Document library usable as a document builder

The contract system should allow multiple people to work on          Only one person at a time can create/change an outline
various components of the contract at the same time, e.g., scope     agreement. Role security allows transfer of authority to
of work versus boilerplate. The system should include a              work on a contract among all Departments; only
mechanism to transfer authority for contract development.            warehouse contracts have role restrictions.

The contract system should allow for contract amendments.            Contracts can be amended. Version control could be used _A more standard way to designate and track contract
                                                                     to track the amendments, if the version table text field   amendments
                                                                     were to be required and the users instructed to record the
                                                                     amendment number in the text field.
The contract system should be able to show/track performance                                                                    _Fields to indicate performance bonds
and other required bonds required in contract.                                                                                  _Electronic file management to house e-copy of bond
The contract system should accommodate multiple payment              Each line on the outline agreement can have a different    _Performance measure fields, more than one per line
methodologies (e.g., fee for service, cost reimbursement) and        payment methodology. Performance measures are not          _Field per line to indicate payment methodology
performance measures in each contract.                               part of R/3.
The contract system should have an electronic checklist and
mechanism to insure all administrative and contract requirements
are completed, goods or services are received, and final check has
been issued to vendor (close out process).
The contract system should have autofill capability for designated Target Value on outline agreement must be manually
fields, such as target value autofilling from line item totals.    entered. No autofill has been considered due to
                                                                   requirements type contracts.
The contract system must be able to incorporate multiple           Multiple procurements and services are incorporated in
procurements and services in one contract                          one contract, through line item details.
The contract system should be able to create a multi-year release Budget Office has not allowed multi-year commitments;         _Ability to create a non-committing purchase order.
order to go with multi-year procurements and contracts.            the FM period is only open for current fiscal year, and next
                                                                   fiscal year during budget season.
The contract system should be able to send SAP documents           Email output has not been turned on for purchasing
electronically to vendor                                           documents.
The contract system should create a message if a procurement or An information message appears if a material group is           _Linkage of contract material group to F-43 material field, to
contract is being developed for a product that is already under    entered on a contract and there is already a contract.       highlight existing contracts for the material.
contract.
The contract system should have a print preview of the outline     Print preview is available only in enjoy transactions, not
agreement.                                                         ME31K.
The contract system should have purchase requisitions with
header fields that can be pulled into subsequent documents.


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                                               PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                    Data System Specification                                 Current SAP Functionality in County                            Additional Functionality Required

The contract system should be able to generate contract
documents, such as the Board order.
The contract system should be electronic, with electronic routing,
approvals, signatures, and attachment of documents to final
version.
IV.B. Contract Data Fields (of special interest)
HIPPA language required in contract, yes/no                                                                                     _New field
Contract includes hazardous material, environmental issues,                                                                     _New field
yes/no
PCRB classification (A&E, service, construction, etc.)                                                                          _New field
Contract includes federal funding, yes/no/maybe                                                                                 _New field
Federal A-133 vendor/subrecipient status                                                                                        _New field
Revenue/grant/nonfinancial/expenditure status                        Document type
Indicator that contract is for treatment provider versus business                                                               _New field
associate (affects terms and conditions)
Contract title/description                                           Contract Purpose
Contract creator                                                     System stamped user logon
Contract created on date                                             System stamped create date
Contract Department/Division                                         Plant/Purchasing Group
Contract contact person
Contract type (class I-III)                                          Document type
Contract key words                                                                                                              _New field
Line item purchases - scope of work from procurement, scope tied     Line item overview
to payments/performance measures
Payment method (check, electronic, etc) and payment term (when       Payment method, payment term at header level
is payment due)
Payment methodology, e.g., fee for service, lump sum, cost           This could be construed from the unit measure. A fee for   _New field
reimbursement                                                        service contract item should have a unit other than USD.

Contract insurance (multiple types), validity dates, insurer         Insurance is tracked on 2 custom tables, entered on the
                                                                     header of the outline agreement. A report is available.

Performance measurements, both in terms of payment measures          Standard SAP allows for payment related performance        _Fields to record contractual performance measures
(e.g., unit measures and quantities) and evaluative measures not     measures (if County would use them), but not for           _System to record vendor performance
tied to payments                                                     evaluative measures
Previous contractor name and address (vendor name that stays         Vendor changes are reported in S_ALR_87012089 -            _Table and report to log the name of the vendor at time of
with contract even if the vendor master data are changed.)           Display Changes to Vendors.                                contract creation ("initial vendor name")

Performance bond required, yes/no                                                                                               _New field
Requisition number                                                   Requisition Number
Contract number                                                      Contract Number
Vendor name and number                                               Vendor number, name from LFA1 table
Procurement number and type                                          Requirement Tracking Number                                _Validation of data entry
                                                                                                                                _Autofill from procurement
Funding source(s)                                                    Account assignments

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                                             PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                  Current SAP Functionality in County                        Additional Functionality Required

GL accounts                                                          Account assignments
Funding level                                                        Target Value
Validity start and end dates                                         Validity dates, header level
Delivery Dates                                                       Contract release order delivery dates
Prior contract number                                                Your Reference
Data fields currently used in ECC 6.0                                ECC 6.0 fields
Vendor annual budget information in SAP, Y or N
V. Workflow - Process Tracking System
The process tracking system should be able to generate a report
on renewing contracts, with a recorded email notification to a
selected employee, with date stamp and attached form to
document renewal status and information.
The process tracking system should record where the contract is in   County does not use workflow currently                 _Workflow tracking system for contract development
the development process, how long it has been there, and when it                                                            _Workflow process that allows for standard and additional
was released to the next step.                                                                                              departmental steps
The process tracking system should track amendments from             The County does not have workflow activated to track   _Workflow tracking system for amendments
development through signature. Tracking should record dates of       amendments through the development cycle. The          _More consistent use of Version Control to record
steps in the process, amendment number, amendment content.           amendment number should be tracked by Version Control, amendments
                                                                     although versions have not been well managed.          _Field to enter purpose of amendment (could be text on
                                                                     Amendment content may appear in outline agreement text version table)
                                                                     but it not mandatory.
The process tracking system should include a communications log
for reviewer comments, with date/time stamp

The process tracking system should have date stamps at every
process change, to indicate date received.
The process tracking system should generate automatic                                                                        _Workflow
notification of Contract or Amendment changes (needs elaboration                                                             _Contract development tracking system
of who gets notified and for what changes).
The process tracking system should be able to generate a report
on the number of procurements and contracts in various stages of
development and how long they have been there. The report
should have selectable metrics, e.g., by division, contract
specialist.
The process tracking system should include reminders to initiators                                                           _Workflow with email notifications
and reviewers that documents have been at one step for longer
than a standard number of days.
The process tracking system should generate a checklist for items
that need to be completed, with timeline.
VI. Vendor Performance/Evaluation System




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                                              PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                    Current SAP Functionality in County                          Additional Functionality Required

The procurement and contract system should have a Performance County does not use SAP vendor evaluation functionality              _Vendor performance system
Management System that consistently records contractor
performance, including fiscal compliance rating, monitoring results,
risk evaluation. Use of system in planning and procurement needs
to be coordinated with County Attorney.

The vendor performance management system should be flexible to
allow for different types of measurements or ratings to be recorded,
and to allow for qualitative comments.
The vendor performance management system should include fields         Custom fields on outline agreement are for fiscal and
to record fiscal compliance review score, date, and reviewer, and      program compliance scores and dates. There is no room
program compliance review score, date and reviewer. These fields       for reviewer.
should be on contract also.
The vendor performance management system should be able to
generate reports on vendor performance, including whether the
vendor is earning the contract.
VII. Contract Payment System
The contract system should be able to identify (through a report)      Goods receipt document date is supposed to be the last
when serial type payments, e.g., monthly service payments, are         day of the service period. If data are entered correctly,
missing.                                                               ZF_MM_A006 - Contract Service Month - Goods Rec.
                                                                       provides the data._
The contract system should track payment methods and payment           If Departments used unit measures, the contract
terms, and integrate contract performance with payments                payments would be fully integrated with performance. This
                                                                       is standard SAP.
The contract system should integrate contract unit measures with       If Departments used unit measures, the contract
payments                                                               payments would be fully integrated with performance. This
                                                                       is standard SAP.
The contract system should be fully integrated with SAP's vendor       County uses SAP 3-way match and Logistics Invoice
payment system                                                         Verification to expense and invoice for payment.
The contract system should accommodate multiple payment                Goods receipts and invoice receipts follow from the
methodologies (e.g., fee for service, cost reimbursement) tied to      contract/release order entries.
the goods receipt and invoice receipt processes.
The contract system should have a way to view the quantity and      Only the quantity displays on the goods receipt.
value on the goods receipt. The goods receipt should display the
value of the quantities received based on the purchase order price.

The contract system should have a mechanism for tracking
benchmarks, such as report submission, that may be related to
receiving payment
The contract system should tie the invoice payment to the contract County uses the 3-way match to tie payments to contract
pricing, and flag when values are inconsistent.                    pricing. Departments use USD for contracts, which does
                                                                   not take advantage of the 3-way controls.
VIII.A. Report Functionality




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                                                PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                    Data System Specification                                       Current SAP Functionality in County                            Additional Functionality Required

The reporting functionality should provide for easy reporting of          Vendor payment history is in SAP, FBL1N; ME23N is used
payment summaries: payments by vendor, vendor characteristics.            to view PO expense and payment history.
There should be an ability to drill down into line item details.

The reporting functionality should generate lists and reports of          Data are available in SAP. There are many standard and
contracts using a variety of search criteria, including provider and      ABAP query reports currently on the report tree. Specific
funding source. Report data should be drawn from contract, vendor         combinations of data such as one exemplified have not
master data, and funding source data, e.g., "how much has the             been requested from SAP Support Team but could be
County contracted in federal dollars to vendors of a specific EEO         made available on a report.
or MWESB status"
The reporting functionality should generate user-friendly reports
using laymen language, where possible.
The reporting functionality should be able to download SAP data           SAP downloads to EXCEL and ACCESS
into Microsoft Office applications in order to produce management
reports
The reporting functionality should be able to interface with other        SAP downloads to EXCEL and ACCESS. Interfaces are
data systems, e.g., state databases, through downloads/uploads or         possible. Currently SAP interfaces with Bank of America
other interface capabilities                                              for ACH, and BOEC for alarm incidents.
The reporting functionality should be able to generate reports on a       SAP can batch jobs and schedule reports.                     _Decisions on what reports should be generated by batch
schedule.                                                                                                                              rather than on demand, as currently done
The reporting functionality should be able to create form letters in      There is some ability to take a list of vendors and create
PDF format                                                                form letters from that list (insurance letter, eg.)
The reporting functionality should be flexible to have user-defined       There are over 40 contract related reports on the report     ABAP Query with drill down capacity
reporting and look ups in the data base. Users need to be able to         tree. Some have drill-down capability; others are
create adhoc reports, including ad hoc reporting by key word.             downloadable queries. All have filters and sorts.
Report formats should have drill down functions, menu options,
sorts and filters.
VIII.B. Reports
Lists of contracts by contract title, key words                           ZF_MM_Q012 - List of Purchasing Documents, Header            _Key field(s) on outline agreement
                                                                          Level (contract purpose is title)                            _Report with key field as selection
Lists of contracts by type of service                                     ZF_MM_Q010 - List of Purchasing Documents by Line
Lists of contracts by originator, creator, or contract contact            ZF_MM_Q012 - List of Purchasing Documents, Header            _ Fields to track contract originator, contract manager
                                                                          Level (creator)                                              _Reports with contact information fields as selection criteria

Report of expiring contracts, with selectable date parameters             ZF_MM_Q012 - List of Purchasing Documents, Header            _Training for end users on how to run SAP reports
                                                                          Level                                                        _Formatted report using County report tool
Report, with charts and graphs, on where procurements and                                                                              _System to track development cycles
contracts are in the development cycle and how long it takes to                                                                        _Analytical report summarizing how long it took to process
process procurements and contracts (metrics). Report should be                                                                         procurements and contracts at designated stages (workflow
by contract specialist, initiator, etc, generated daily or as needed to                                                                related)
manage workload.
List of monitoring/ evaluation scores of existing contractors.                                                                         _Vendor performance system
                                                                                                                                       _Business expectations that monitoring will occur and be
                                                                                                                                       recorded in SAP



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                                             PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                   Current SAP Functionality in County                            Additional Functionality Required

Reports on the status of contract performance (evaluative data).                                                                  _System to track evaluative, non-payment related
                                                                                                                                  performance measures
                                                                                                                                  _Report showing data and percentages of goals achieved
Report on expiring procurements, list of what procurements are                                                                    _Procurement database in SAP
needed in the future, based on contract and/or procurement                                                                        _Report with date parameters
expiration date, procurement type
Lists of vendors with specific attributes, e.g., EEO status, MWESB    ZF_AP_Q019 - Vendor Master Data Report (No $'s)             _Vendor EEO data
status, type of interest                                                                                                          _Vendor lists of procurement interests
List of procurements by number, title/name, validity dates,                                                                       _System to track procurements
responsible program/division and contact person, vendors that                                                                     _Custom field on outline agreement to include procurement
responded, funding levels. Report selection to include expiration                                                                 dates
dates.
List of RFP responses received                                                                                                    _Procurement database in SAP
Lists of all awards per procurement, all awarded vendors, all         ZF_MM_Q010 List of Purchasing Documents by Line             _Fields and system to track qualified vendors with no
qualified vendors (not necessarily awarded with contracts)                                                                        contract, per procurement
Report that tracks the cumulative spending against the                ZF_MM_Q010 List of Purchasing Documents by Line             _Procurement database in SAP
procurement total value. May have multiple contracts, multiple                                                                    _Field with procurement value limits
years. Goal is to track balances on procurement value, determine if                                                               _Dashboard type report that identifies when procurement
20% variance is exceeded.                                                                                                         authority is being reached
List of vendors with stated interest in procurement                                                                               _Procurement database in SAP
List of procurements by vendor (not limited to contract awards)       ZF_MM_Q010 List of Purchasing Documents by Line             _Procurement database to track qualified but not awarded
                                                                                                                                  status
Report on Insurance coverage by contract                              ZF_MM_Q021 - Contract Insurance
Contract amendment history: what was changed, by whom, when           Changes tracked in individual outline agreement records.    _Report using CDHDR and CDPOS

Track protests, associate all correpondence, history of changes                                                                   _Procurement database in SAP

View Fee Schedules/Rate Sheets for Commodities or Services            ZF_MM_Q010 List of Purchasing Documents by Line             _Expectation that fee schedules would be included in the
                                                                                                                                  outline agreement line item overview
Link to Risk Management software/show insurance status                Insurance information is in SAP on outline agreements,      (More data needed on what information is maintained
                                                                      using custom tables and fields. Additional information is   outside of SAP that needs to be linked to contract data)
                                                                      maintained by Risk Management
Multiple contracts across divisions and county for one vendor         ZF_MM_Q012 - List of Purchasing Documents, Header
                                                                      Level
Contracts across multiple years                                       ZF_MM_Q012 - List of Purchasing Documents, Header
                                                                      Level
Contracts by Payment Schedule/Terms                                   ZF_MM_Q012 - List of Purchasing Documents, Header           _Field to indicate fee for service, cost reimbursement, etc.
                                                                      Level                                                       (should be apparent by unit measure)
Track history of Dept/Co assigned staff & changes; data base                                                                      _Fields to identify contract manager.
identifies who manages contract. Needs to be updated with history                                                                 _Change log on contract manager field
log.
Track history of contract contact - vendor (including phone #,                                                                    _Field for vendor contact name
email)                                                                                                                            _Report on vendor name changes, or field that records
                                                                                                                                  name and doesn't change with master data changes



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                                            PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                Current SAP Functionality in County                            Additional Functionality Required

Funding management (Budget Integration) - contract balances.       ZF_MM_A001 - Outline Agreement Report
Report on how many dollars have been obligated against contract,
how many dollars remain. Needed before writing amendments or
renewals.
Report on history of changes to vendor record, including changes S_ALR_87012089 - Display Changes to Vendors
to name, address, MWESB status, etc.
Budget for Fiscal Year Performance                                 ZF_MM_A006 - Contract Service Month - Goods Rec.            _Budget Formulation System (out of scope)
                                                                   Assumes program created an annual release order to
                                                                   establish budget.
Client Data reports (User review) - review the performance of a                                                                _Fields for recording scores in vendor evaluation.
program or grant by clients receiving the service.
Client Data reports - clients, admits, exits, service period, bed                                                              _CRM (out of scope) (Client tracking system)
days, etc.
Client Data Roster, with expiration dates                                                                                      _CRM (out of scope)
Report showing expiring contracts that may require a new           ZF_MM_Q012 - List of Purchasing Documents, Header           _Procurement Dates
procurement                                                        Level
                                                                   ZF_MM_Q012 - List of Purchasing Documents, Header           _Fields for PCRB categories, federal funding, subrecipient
                                                                   Level                                                       vs vendor, HIPPAA status
Contracts by Categories                                                                                                        _Report including these fields
                                                                   ZF_MM_Q012 - List of Purchasing Documents, Header
Contracts by Purchasing Groups                                     Level
Contract Request Forms in Progress - aging report of contract sent                                                             _Workflow
to CPCA                                                                                                                        _Contract development tracking system
Vendors Required to Update Annual Budgets                          ZF_MM_Q012 - List of Purchasing Documents, Header
                                                                   Level
Contracts over a specific dollar amount                            ZF_MM_Q012 - List of Purchasing Documents, Header
                                                                   Level
Report that shows all the contracts paid for by State Agency       ME3K - Outl. Agreements by Acct. Assignment
Housing Contracts - How much of the total capacity of a service    If bednights or month of bed were used as a contract unit
(e.g. beds) have been used over the last 5 years? Need to see      measure, the receipt of bednights or month of bed would
historical trends.                                                 provide the usage data.
Multi-Year Budget by Vendor                                        ZF_MM_Q018 - POs With Delivery Date, Other Docs,
                                                                   Expense Balance. Assumes annual release orders have
                                                                   been created to commit budget.
How much GTS (grant) money has been spent in the last 5 years? S_ALR_87013542 - Actual/Comm/Total/Plan in COAr crcy

YTD Budget to Actuals by Service Month                             ZF_MM_A006 - Contract Service Month - Goods Rec.
What site visits have taken place in the last 6 months?                                                                        _Vendor Performance system
Performance Measure Summary (Cheat Sheet) -Provide program                                                                     _Electronic file
manager names for invoice approvals and identify invoices to
ecopy (without data forms)
What funding sources are being used by Program (e.g. Residential   ZF_FM_D003 - Commitments & Actuals FM/CO Recon
Alcohol and Drug Programs)
Report that shows contracts that are expiring in specific time     ZF_MM_Q012 - List of Purchasing Documents, Header
periods like 30/60/90/180 days etc.                                Level


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                                             PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                 Current SAP Functionality in County                              Additional Functionality Required

Procurement by Division/Dept                                                                                                     _Procurement system
Procurement Mailing Labels                                                                                                       _Procurement system
Provider Insurance Report                                           ZF_MM_Q021 - Contract Insurance
Report showing expiring contracts that have remaining                                                                            _Procurement system
procurement available.
Report that shows all contracts for a vendor                        ZF_MM_Q012 - List of Purchasing Documents, Header
                                                                    Level
Summary performance measures and monthly expenditures by                                                                         _Performance measures tied to expenses
service month. Includes some contract information
Log of contract invoices received and e-copied                                                                                   _Electronic file
Summary of vendor and contract information with monthly             ZF_MM_A006 - Contract Service Month - Goods Rec.
expenditures by service month
Report of invoices that have been received and not paid.            ZF_AP_Q007 - GR-IR Reconcilation Report. Assumes the
                                                                    record of invoices received is through goods receipts,

Summary of expenses paid and include client data                    FBL1N for vendor payments                              _CRM (out of scope)
Exception report that compares invoice totals to the SAP Contract   ZF_AP_Q007 - GR-IR Reconcilation Report. Assumes the
Expenditure Spreadsheet and reports the differences                 record of invoices received is through goods receipts,

Vendors required to submit updated annual budgets                                                                                _Field indicating annual budget requirements
Report on entire contract specialist workload: tell me exactly what I
have been doing for x amount of time, e.g., created 12 contracts
and 10 procurements, and list them
User friendly reports on MWESB payments, MWESB project                ZF_AP_Q008 - Minority Vendor Invoice History Report
status, 2nd and 3rd tier payments.
                                                                      ZF_MM_A001 - Outline Agreement Report
                                                                      ZF_MM_A003 - Outline Agreement Year End Audit Report
Report on obligations against requirements contracts
Report to track subrecipient funding and expenditures, report that
compares vendor versus subrecipient expenditures.
                                                                      ME3K - Outl. Agreements by Acct. Assignment
Report linking grants to contracts, including CFDA #.                 ME3J - Outline Agreement for Project
IX. Revenue Contracts
The contract system should have codes to identify if the contract is Document types for expenditure and nonfinancial             _Revenue contract tracking system (SD)
revenue, grant, nonfinancial, expenditure. The system should be       agreements differentiate procurement levels (class 1-3).   _Grants Management or comparable functionality to track
able to number and track revenue contracts.                           No revenue contracts or grant agreements are recorded in   grants and expenses (e.g., PRT processing against revenue
                                                                      SAP as contracts, although the revenues are included in    contracts)
                                                                      the budget.
The contract system should be able to identify Grant matching                                                                    _Grants Management module (Not in scope)
dollars on the Budget line item and tie to Grant or Revenue
Number (revenue contract admin)
The contract system should have the ability to link revenue                                                                      _Revenue contract tracking system (SD)
contracts to expenditures and to expenditure contracts. Priority is                                                              _Grants Management or comparable functionality to track
to track revenue agreements in system                                                                                            grants and expenses (e.g., PRT processing against revenue
                                                                                                                                 contracts)


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                                            PROCUREMENT AND CONTRACTING SYSTEM BUSINESS NEEDS
                   Data System Specification                                  Current SAP Functionality in County                       Additional Functionality Required

The contract system should have grants viewable online               Grants are recorded in Project Systems. To view data
                                                                     entered into SAP, CJ03.
The contract system should track grant assignments and billings      Project Systems reports can be used for this.           _Grants Management module (not in scope)
by fiscal year                                                                                                               _PRT billings in SD, in lieu of Grants Management
The contract system should have a grant report that tracks billed,
actual received, budget
The contract system should have an approval process for billing
grants (PRT billings), with system documentation that manager has
approved the billings.




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DOCUMENT INFO
Description: Contracts to Review Legal Documents document sample