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State of Wisconsin 2 7 2011 by anb10509

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									                                                                                       State of Wisconsin                                                                                2/7/2011
                                                                      Integrated Business Information System (IBIS) Project
                                                                                  Best Practices - Procurement
                                                                                          Procurement

                BEST PRACTICES                                                               COMMENTS                                                                      SMEs              Date
Each Agency will have one agency General Ledger 5 digit agency Business Unit number example: DOA will be General Ledger Business Unit 50500. If only                      Agree             1/3/2008
Business Unit and at least one Purchasing       one Purchasing Business Unit is needed in DOA, it also will be 50500. If an additional Purchasing                        Disagree
Business Unit.                                  Business Unit is required, it will be 50501.                                                                          Needs Discussion

One enterprise wide standardized purchase order        Most agencies represented by SMEs had no problem with one enterprise wide standard purchase order.                  Agree            1/3/2008
form, not agency specific. (Standard logo, layout,     Agencies will be able to have Purchasing Business Unit specific billing & ship to addresses etc. and have         Disagree
format, terms & conditions)                            the ability to add comments. The PO will need to accommodate agency specific signature blocks and tax              Needs
                                                       exempt numbers. SME group would like to be involved in the design or approval of the new purchase order          Discussion
                                                       form.

                                                       SMEs have not seen the PO yet. There was concern about the signature line and the document looking
                                                       too generic. SMEs discussed that the signature could be delegated to several in the agency if necessary.
                                                       There would be one signature per Purchasing Business Unit.
Purchase orders will be numbered consecutively         The purchase order (PO) number printed on the PO is the 5 digit Purchasing Business Unit number              Agree                   1/3/2008
                                                       followed by a 10 digit sequential number. Example: DOA will be Purchasing Business Unit 50500,              Disagree
                                                       therefore the first purchase order number for DOA will be "50500 - 0000000001". Agencies wondered if the Needs Discussion
                                                       10 digit number could begin with the fiscal year, such as "50500 - 7000000001".

                                                       The suggestion of the SMEs is that prefixes be set up for each fiscal year using 2 characters. For
                                                       example, a purchase order in FY 2009 could have a prefix of "09" and a purchase order document number
                                                       could be "090000000012."

                                                       There was also a question about being able to track change orders and modifications. UWS records this
                                                       somehow with the letter "A." The project team believes that the type of transaction is tracked and will look
                                                       into this.
All Chapter 16 and printing purchase orders are        Exception: Master Lease purchase orders and other non-chapter 16 purchases.                                        Agree             1/3/2008
encumbered regardless of dollar amount.                                                                                                                                  Disagree
                                                       This is a change for some agencies. We need to be aware of fiscal year-end impacts.                            Needs Discussion

Requisitions will be numbered consecutively            Suggest we start requisition numbers with "R".                                                                  Agree                1/3/2008
                                                                                                                                                                      Disagree
                                                       The suggestion of the SMEs is that prefixes also include the fiscal year using 2 characters. For example, a Needs Discussion
                                                       requisition in FY 2009 could have a prefix of "R09" and a purchase order document number could be
                                                       "R09000000012."
One enterprise wide standardized Request for Bid       It is not just the RFB form, but the entire solicitation document including format, standard terms and          Agree                1/3/2008
Format.                                                conditions etc. The goal is to have a standard template and a library containing special terms and             Disagree
                                                       conditions to choose from.                                                                                  Needs Discussion

One enterprise wide standard Request for Proposal It is not just the RFP form itself, but the entire solicitation document including format, standard terms and           Agree             1/3/2008
Format.                                           conditions etc. The goal is to have a standard template/s and a statewide library containing special terms             Disagree
                                                  and conditions to choose from.                                                                                      Needs Discussion




    Updated: 1/3/2008
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                                                                                       State of Wisconsin                                                                               2/7/2011
                                                                      Integrated Business Information System (IBIS) Project
                                                                                  Best Practices - Procurement
                                                                                          Procurement

                BEST PRACTICES                                                                         COMMENTS                                                      SMEs                   Date
One enterprise wide vendor file containing             Suppliers currently doing business in the state may also be Bidders. Entities that want to submit bids but   Agree                  1/3/2008
suppliers (Suppliers are entities currently doing      are not currently doing business with the state are in a separate table called a bidder table and discussed Disagree
business with the state).                              below. DOA Controllers Office will own the vendor file. A committee has been appointed to develop a plan Needs Discussion
                                                       for vendor file implementation and a recommendation for the maintenance of the information. DWD/DVR &
                                                       DHFS have concerns regarding the confidentiality of clients, but this can be addressed through system
                                                       security and using a unique setID.

                                                       SMEs agree in principal. There are concerns about how this will be done technically.
One enterprise wide bidder file containing bidders     DOA Bureau of Procurement (BOP) will own the bidder file.                                                      Agree                1/3/2008
only, not suppliers.                                                                                                                                                 Disagree
                                                                                                                                                                  Needs Discussion

The 5 digit NIGP codes will be the standard coding IBIS reported that descriptions need to be shortened to fit into the 30-Character description. The full            Agree                1/3/2008
for "Category Code" for PO commodity information description will be stored in the Comment field.                                                                    Disagree
& bidder selection.                                                                                                                                               Needs Discussion

Direct charge payments do not require a                BOP would not "require" additional work by mandating a requisition for direct charge purchases.                Agree                1/3/2008
requisition.                                                                                                                                                         Disagree
                                                                                                                                                                  Needs Discussion

Direct charge payments do not require a                BOP would not "require" commodity information on direct charges when we go live on IBIS. We realize that          Agree             1/3/2008
commodity code.                                        we will lose commodity code information on direct charges but don't want to add user workload by requiring       Disagree
                                                       a requisition "after the fact". After IBIS is up for one year, we will have data available to us to determine Needs Discussion
                                                       how many direct charges are made and maybe our policy will change then. Right now, we have no idea
                                                       how much is spent on direct charges. Purchasing cards should have helped to eliminate many direct
                                                       charges.
Direct charge payments will have business rules        A warning should be required. A workflow could be defined to require an additional approval. There are            Agree             1/3/2008
defined to warn or require special approval for        some direct charges over $5,000 which are legal and shouldn't require additional approvals, such as rent,        Disagree
payment for unauthorized purchases.                    utilities etc.                                                                                                Needs Discussion

                                                       DWD may have a model in their current system to check for this. SMEs discussed that the workflow would
                                                       need to be based on the Account ChartField value since Commodity Codes would not be on a Direct
                                                       Charge.
Commodity code data will not be required for           We will continue to obtain data from the P-card contractor. BOP would not "require" additional work by      Agree                   1/3/2008
Purchasing card transactions.                          mandating that a commodity code be added manually to the credit card payment transaction. PeopleSoft      Disagree
                                                       does allows "P-card" as a payment option when creating requisitions.                                   Needs Discussion
                                                                                                                                                                  TABLE
                                                       This is being tabled for now because we are not addressing P-Card transactions in Phase I.
Delegate authority for low dollar purchases (Less      Allow requesters to purchase items under $5,000 through the requisition and purchase order process         Agree                    1/3/2008
than $5,000.)                                          without purchasing agent review and/or approval. Items such as those listed in Pro-E-4.                   Disagree
                                                                                                                                                              Needs Discussion




    Updated: 1/3/2008
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                                                                                      State of Wisconsin                                                                          2/7/2011
                                                                     Integrated Business Information System (IBIS) Project
                                                                                 Best Practices - Procurement
                                                                                         Procurement

                BEST PRACTICES                                                                       COMMENTS                                                           SMEs          Date
Delegate authority for commodity contract             Allow requesters to purchase items that are on contract through the requisition and purchase order process        Agree       1/10/2008
purchases, regardless of amount.                      without purchasing agent review and/or approval. Items such as those listed in a contract with a specified      Disagree
                                                      price and from a specified vendor.                                                                               Needs
                                                                                                                                                                     Discussion
                                                      Some SMEs believe that this is going to cause a lot of extra work. Who would load the data? Who would
                                                      determine which contracts could be loaded? How would we deal with price changes? How would the items
                                                      and lists be kept current? Would there be an approval process for adding contracts? Would agencies be
                                                      able to set up their contracts and would other agencies be able to Piggy Back on them? Would this
                                                      eliminate reporting that agencies are currently doing to BOP? How are other states and universities doing
                                                      this?
                                                      o The IBIS project will discuss the issues further with BOP and we’ll discuss this again in a future SME
                                                      meeting.
"Items" will be created and numbered                  Agencies may create items in an agency specific SetID if no other agency can purchase this particular            Agree        1/10/2008
consecutively for commonly purchased                  contracted item or when it's specification must be kept confidential.                                           Disagree
commodities and services when ever possible.                                                                                                                       Needs Discussion
                                                      The Item Number is used internally by the system and that it would be best to let the system generate the
                                                      number. When staff are selecting items they would be doing that by the description and other coding, such
                                                      as the vendor’s item number if that is known.
Agencies will use matching when appropriate            3 way match is PO - Receipt - Invoice. 2 way match and 4 way match are also available options.                  Agree        1/10/2008
when paying invoices.                                                                                                                                                 Disagree
                                                                                                                                                                   Needs Discussion

Agencies will have vendor invoices sent to a single A single Bill To address is defaulted on printed purchase orders for a Purchasing Business Unit. With              Agree        1/10/2008
Bill To address unless justified and approved for   authoritzation, a purchasing agent or requisition power user may manually change a defaulted Bill To              Disagree
multiple purchasing business units.                 address.                                                                                                       Needs Discussion

                                                     “With authorization" was added to cover special circumstances. The example give was that one agency
                                                     could set up a purchase that was to be billed to a second agency.
Agencies will limit the number of internal approvals o This item covers more than one issue and will be broken down for further discussion.                             Agree       1/10/2008
required to two (2) when ever possible, when         o Budget checking in the system is referred to as Commitment Control. Commitment Control options will            Disagree
issuing requisitions, in addition to a budget check be set up by Business Unit and including the pre-encumbrance (requisition) is an option. It is also an             Needs
and purchasing agent approvals.                      option that agencies will need to be careful about because it could have implications on year-end               Discussion
                                                     processing.
                                                     o The SME group will be mapping the workflow for all transactions and will address the number of
                                                     approvals at that time. For each approval in the workflow we will be asking for the value added in that
                                                     action. Streamlining the process is the goal.




    Updated: 1/3/2008
    D:\Docstoc\Working\pdf\77ceb98e-48b1-45c2-aabf-6e32b55cc875.xls                                                                                                                 Page 3

								
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