"Library Management Software Intent Letter"
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. 6/27/2011 1 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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. 6/27/2011 2 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 3 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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. 6/27/2011 4 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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) 6/27/2011 5 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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. 6/27/2011 6 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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. 6/27/2011 7 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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. 6/27/2011 8 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 9 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 10 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 11 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 12 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 13 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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 6/27/2011 14 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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) 6/27/2011 15 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls 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. 6/27/2011 16 C:\Docstoc\Working\pdf\d6cf1db2-9f54-4cba-a38f-d465cb7cbb96.xls