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									Office of State
Procurement

  PCMS
 User Guide
This page left blank intentionally.
                                                                                              PCMS
                                                                     TABLE OF CONTENTS

  Overview .............................................................................................. 5
   Contracts Module ............................................................................... 6
        Accessing the Contracts Module                                                                  6
        Searching for Contracts                                                                         6
        Adding a New Contract                                                                           9
        Contract Information Tab                                                                       11
        Memo to File Tab                                                                               16
        Internet Tab                                                                                   19
        Commodities Tab                                                                                22
        Vendors Tab                                                                                    23
        Customer Tab                                                                                   25
        Bid Notification Tab                                                                           27
        Bid Scheduling                                                                                 32
     Vendors Module............................................................................... 34
        Accessing the Vendors Module                                                                   34
        Searching for Vendors                                                                          34
        Adding a New Vendor                                                                            39
        Vendor Information Tab                                                                         40
        Contact Lists Tab                                                                              44
        Memo to File Tab                                                                               45
        Commodities Tab                                                                                46
        Contracts Tab                                                                                  47
        SPRs Tab                                                                                       47
     Single Purchase Requisition (SPR) Module ..................................... 48
        Accessing the SPR Module                                                                       48
        Searching for SPR’s                                                                            48
        Adding a New SPR                                                                               53
        Requisition Tab                                                                                54
        Bid/Quote/PA Tab                                                                               57
        Purchase Orders Tab                                                                            58
        Bid Process Tab                                                                                60
     Commodities Module ....................................................................... 64
        Accessing the Commodities Module                                                               64
        Searching for Commodities                                                                      65
        Entering and Updating Commodities                                                              68




PCMS User Guide                                          Version 1.0                                          Page 3
                                                                    PCMS
                                                               OVERVIEW


OVERVIEW
The Purchasing and Contracts Maintenance System (PCMS) was
designed to facilitate several core business functions of the Office of
State Procurement. These core business functions include:
              Maintenance of OSP registered vendor information
              Maintenance of OSP contracts and single purchase
               requisitions
              Maintenance of state commodity coding system
              Maintenance of OSP customer information
              Bid notification
This manual provides detailed instructions on using PCMS to facilitate
and support each of the core business functions. The manual will also
include references to OSP policies where applicable to help the user
easily identify rules and regulations associated with the steps or
processes within PCMS.
PCMS is based on the idea of “modules” to separate the different areas of
functionality within PCMS. Within each module, PCMS utilizes “tabs” to
distinguish between the different processes that a user will manage within
the module. The use of tabs within modules will be explained in further
detail as we go through each module.
Additionally, PCMS allows for different levels of access based on a set of
permissions. Permissions are associated with user groups. Through the
use of permissions, we can permit access for each user that is
appropriate for their job function. Within PCMS, we have the following
user groups:
              Read Only User group – has access to query data in
               PCMS but cannot change data
              Standard User group – has access to add new records,
               edit existing records and may query all data but cannot
               delete records
              Super User group – has access to add and delete records,
               modify existing records and may query all data
              Admin User group – has access to add and delete records,
               modify existing records, query all data, and update
               restricted information such as the buyer table, contact type
               tables, and unit of measure table
PCMS
Contracts Module


CONTRACTS MODULE
The contract module is the module that will be utilized to advertise bids,
award contracts and maintain contract information. This section will
outline the different areas of functionality within the Contracts module.
This section will cover in detail:
       Searching for contracts
       Adding new contracts
       Adding and editing contract information
       Bid notification and posting bids to the web
The contract module consists of seven tabs, the Contract Info tab, Memo
to File tab, Internet tab, Commodities tab, Vendors tab, Customers tab
and Bid Process tab. Each tab covers a specific process associated with
the contract management process.
Accessing the Contracts Module
To access the contracts module click the Data Entry link from the menu
bar. Then select Contracts from the drop down menu.




Searching for Contracts
To search for contracts within the contract module a user can enter in the
contract number (see screen shot below) or a user may access the
Advanced Search feature by clicking on the Advanced Search button.

                                                                      Enter in the 5-
                                                                      digit contract
                                                                      number and
                                                                      click the Enter
                                                                      button.


                                     Click here for
                                     Advanced
                                     Search options.
 Once a user clicks on the Advanced Search button the screen below will
 open. From there a user can search on the contract number, contract
 title, contract type, buyer code, start date, end date, or contract keywords.
 A user can search on one field or multiple fields. After the search criteria
 has been defined click on the Search button to run the search.
                                                                                      Click the Search
                                                                                      button to run a
                                                                                      search on the
                                                                                      criteria you
                                                                                      specified.

                                                                                      Note: Click the
                                                                                      Reset button to clear
 Your search results will display in the window below the search criteria             your existing search
                                                                                      criteria.
 (see screen shot below).
                                                                                    Click on Print
                                                                                    Results button
                                                                                    to print a copy
Search results                                                                      of your search
window.                                                                             results.


                                                                                    Click on Save
                                                                                    Results button to
                                                                                    save your search
                                                                                    results to your
                                                                                    computer.



                                                                                 NOTE: Double clicking
                                                                                 on the contract number
                                                                                 or title will open up the
                                                                                 contract for viewing or
                                                                                 editing.



 Once your search results have returned you have the option to either print
 your search results or save your search results to your computer.
 To print your search results click on the Print Results button. A copy of
 the results will be sent to your default printer.
 To save your search results click on the Save Results button. Once you
 have clicked the Save Results button the Save As window will display.
   PCMS
   Contracts Module

   In the File Name field, title your search results. Then from the Save as
   type drop down select Excel with headers (see screen shot below).




   This will allow your document to be saved as an Excel file with column
   headers for each of the fields shown on the search results window.
   The table below describes how to use each of the advanced search fields
   to obtain the best search results.
        Field                             Search Instructions and Tips

Contract#        Up to five characters can be entered in this field. PCMS will search for any
                 contract number that includes the characters you enter.

                 For example: Entering “100” in the Contract# field will return contracts 01000,
                 01001, 02100, 03100, and every other contract that includes “100” in its number.

Title            Use this field to search by contract title. PCMS will search for any contract
                 where the title includes the text you enter in this field.

                 For example: Entering “prop” will return contracts for “Prop-Motor”, “Fuel,
                 Propane Gas”, “Propulsion Controls”, “Loader, Self Propelled”, “Auctioneer
                 Service, Unclaimed Property”, and any other contract with “prop” in the title.

Type             This field searches for contracts by contract type: either “CV” for convenience, or
                 “M” for mandatory.

Buyer code       This field searches for contracts by buyer code. A drop down menu provides a
                 list of all the buyers to choose from.

Start Date /     These two fields search for contracts by their start and stop dates. These fields
Stop Date        will only return those contracts where there is an exact match on the date
                 entered.

Keywords         Use the keywords field to search on keywords that are assigned to a contract.
                 PCMS will return any contract where the text you enter matches any part of that
                 contract’s keywords.

                 For example: the travel contract may have “lodg” in the keywords field. To find
                 the travel contract using the keywords field search using “lodg”. All contracts
                 that have used the keyword “lodg” will return in the search results window.
PCMS
Contract Module

Adding a New Contract
When adding a new contract users will need to click on the Add New
Contract icon located just under Help in the menu bar. (See screenshot
below)




The second way to add a new contract is to select Rows from the menu
bar and click on Insert.




The following window will appear when a user chooses to add a new
contract to PCMS.

                                            Select contract
                                            type and click
                                            the OK button
                                            to continue.




From this window, a user has three options:
              Normal Contract – select the Normal Contracts radio
               button to add a new PCA master contract.
              Group 3 Contract – select the Group 3 Contracts radio
               button to add a new Professional Services master contract.
              Add Ons – select the Add Ons radio button for requisitions
               that have an “Add On” clause in the original bid.
Click the radio button for the type of contract you want to create and click
the OK button.
PCMS will automatically assign a contract number to the new contract.
You will not be able to change the contract number once it has been
created. The numbering system for the contract types is as follows:
              Normal Contract – the first three digits are a sequential
               number with the last two digits representing the year the
               contract was created. This numbering system allows for
               up to 999 contracts for each calendar year.
              Group 3 Contract – the first three digits will always start
               with the number 3 with the 2nd and 3rd digit being
               sequential. The 4th and 5th digits represent the year the
               contract was created. This numbering system allows for
               up to 99 contracts for each calendar year.
              Add Ons – the first 2 digits will always be “AD” with the
               remaining three digits being sequential. This numbering
               system allows for up to 999 add-ons total.
Adding new contract information is a relatively straightforward process.
The use of tabs in the Contract module groups like functions together on
one tab in order to more clearly define the different steps involved in
managing contracts in PCMS. The seven tabs included in the Contracts
module are:
      Contract Information
      Memo to File
      Internet
      Commodities
      Vendors
      Customers
      Bid Process
The use of tabs also allows for consistency and familiarity throughout
PCMS making it friendlier for the end user. The following sections
describe each of the tabs in the Contract module in detail.
Contract Information Tab
Once you have selected the Add New Contract button the following
screen will appear. Notice the contract number is automatically assigned
and cannot be modified.




                                                                                  Fields with a
                                                                                  star are
                                                                                  required fields
                                                                                  to be input by
                                                                                  the user.




Below we discuss the functionality of each of the fields on the Info tab for
which OSP staff is responsible for entering. The table on the following
page defines all of the fields on the Info tab as well as associated
permissions.

Contract title – enter the short description for the contract. (Limited to 45 characters)
Buyer – choose buyer from drop down list.
Contract type – choose M for mandatory contract or CV for convenience contract.
Start date – enter the start date for the contract.
Stop date –enter the stop date for the contracts initial term.
Term Worth – enter the estimated term worth.
Description – enter the long description for the contract. (Limited to 250 characters)
Award Date – enter the date the contract was awarded.
Max Term – enter the maximum term date allowed for the contract.
Previous Contract #1 or #2 – enter previous contract numbers. This field is required if applicable.
Usage – choose GEN for general use (all agencies), RES for restricted use (single agency and poly
subs) or VAR for use by multiple agencies (not all agencies).
Recycled – choose Y if contract contains recycled content items or N if contract does not contain
recycled content items.
Req. Num – enter the original requisition number if applicable. This field is required if contract
originated from a requisition. (Limited to 15 characters)
Political Sub – choose Y if poly subs can purchase from contract or N if poly subs cannot purchase
from contract. (Defaults to N)
Non Profit – choose Y if non-profits can purchase from contract or N if non-profits cannot purchase
from contract. (Defaults to N)
MMC – choose Y if MMC contract only or N if not MMC contract. (Defaults to N)
Oregon – choose Y if Oregon can purchase from contract or N if Oregon cannot purchase from
contract. (Defaults to N)
WTO Report - choose Y if contract value exceeds $483,000 or N if contract value is less than
$483,000. (Defaults to N)
WBE/MBE/Exempt/Other Percents – enter the percentage of the value of the contract in the
available fields. System will automatically calculate dollars based on term worth and percentage
entered. The other percentage will be automatically populate with the remaining percentage to
equal 100%.
The table below provides a description of each of the fields shown on the
Info tab as well as the associated permissions.
                           Contract Info Tab
    Field Name                 Field description               Permissions
Contract Number      The contract number is                 N/A
                     automatically assigned by the
                     system and cannot be modified.
                     Users are to utilize the next
                     contract number in the sequence.
                     Every contract number must be
                     accounted for and associated
                     with a specific buyer code.
Contract Title       The contract title is the short        Standard Users,
                     description provided by the user.      Super Users,
                     Field is limited to 45 characters.     Admin Users
                     This is the bid title that displays
                     on the bidding opportunities web
                     page.
Buyer                This is a drop down list that          Standard Users,
                     allows users to select buyers from     Super Users,
                     the buyer list.                        Admin Users
Previous Buyer       This field is auto-populated when      N/A
                     the buyer is updated to a new
                     buyer for the contract. This field
                     cannot be modified.
Contract Type        This is a chooser that allows          Standard Users,
                     users to select the contract type,     Super Users,
                     either M for mandatory or CV for       Admin Users
                     convenience use.
Start Date           This field represents the start date   Standard Users,
                     of the contract. This field may be     Super Users,
                     modified at time of extension if       Admin Users
                     applicable.
Stop Date            This field represents the stop date    Standard Users,
                     of the initial term of the contract.   Super Users,
                     This field may be modified at time     Admin Users
                     of extension if applicable.
Term Worth           This field represents the term         Standard Users,
                     worth of the contract. The term        Super Users,
                     worth is the estimated value of        Admin Users
                     the contract for the initial term.
Annual Worth         This field is automatically            Standard Users,
                     calculated based on the term           Super Users,
                     worth field and a formula that         Admin Users
                     calculates a year’s value based
                     on start date. This field cannot be
                     modified.
Description          This is the long description for the   Standard Users,
                     contract. This is the description      Super Users,
                     that displays on the bidding           Admin Users
                     opportunities web page.
Award Date           This field represents the award        Standard Users,
                     date for the contract. This is the     Super Users,
                     date the contract takes effect.        Admin Users
                             Contract Info Tab
Max Term               This field represents the             Standard Users,
                       maximum term length of the            Super Users,
                       contract. This date cannot            Admin Users
                       exceed the maximum allowed
                       term length of the contract
                       including all extensions. This
                       must be input by the user.
Previous Contract #1   The field is to be populated by the   Standard Users,
                       user if there was a previous          Super Users,
                       contract for the commodity that is    Admin Users
                       being bid. This field should be
                       used for all rebids.
Previous Contract #2   Same as Previous Contract #1          Standard Users,
                       field.                                Super Users,
                                                             Admin Users
Usage                  This field represents the type of     Standard Users,
                       usage for the contract. GEN = for     Super Users,
                       use by all agencies, RES =            Admin Users
                       restricted for use by a single
                       agency and poly subs, and VAR =
                       for use by multiple agencies but
                       not all agencies.
Recycled               This field is to be populated by      Standard Users,
                       the user to designate if there is     Super Users,
                       items on the contract that contain    Admin Users
                       recycled content. This field
                       defaults to NO.
Req. Num               This field is to be populated by      Standard Users,
                       the user to designate if the          Super Users,
                       contract originated from a            Admin Users
                       requisition. This field defaults to
                       blank.
Early Termination      This field is to be populated by      Standard Users,
                       the user if the contract was          Super Users,
                       terminated early. This is a date      Admin Users
                       field.
Political Sub          This field is to be populated by      Standard Users,
                       the user to designate if poly subs    Super Users,
                       can purchase from the contract.       Admin Users
                       This field defaults to NO.
Non Profit             This field is to be populated by      Standard Users,
                       the user to designate if non-         Super Users,
                       profits can purchase from the         Admin Users
                       contract. This field defaults to
                       NO.
Oregon                 This field is to be populated by      Standard Users,
                       the user to designate if Oregon       Super Users,
                       can purchase from the contract.       Admin Users
                       This field defaults to NO.
                         Contract Info Tab
WTO Report         This field is to be populated by      Standard Users,
                   the user to designate if this         Super Users,
                   contract needs to be included in      Admin Users
                   the WTO reporting. Select Y if
                   contract value exceeds $483,000
                   and N if contract value is less
                   than $483,000.
WBE Percent        This field represents the             Standard Users,
                   percentage of the contract that       Super Users,
                   was awarded to WBE vendors.           Admin Users
                   The dollar amount is auto-
                   calculated using the term worth
                   and the percentage entered.
MBE Percent        This field represents the             Standard Users,
                   percentage of the contract that       Super Users,
                   was awarded to MBE vendors.           Admin Users
                   The dollar amount is auto-
                   calculated using the term worth
                   and the percentage entered.
Exempt Percent     This field represents the             Standard Users,
                   percentage of the contract that       Super Users,
                   was awarded to exempt vendors.        Admin Users
                   The dollar amount is auto-
                   calculated using the term worth
                   and the percentage entered.
Other Percent      This field represents the             Standard Users,
                   percentage of the contract that       Super Users,
                   was awarded to all other vendors.     Admin Users
                   This field auto-calculates based
                   on the percentage amounts in the
                   other percent fields. The dollar
                   amount is auto-calculated using
                   the term worth and the remaining
                   percentage.
Report Frequency   This field represents the             Admin Users
                   frequency of reporting for contract
                   usage from the vendor. This field
                   defaults to quarterly and cannot
                   be modified by the user.
Report Usage       This field designates the reporting   Admin Users
                   requirements for the vendor. Y
                   designates that a vendor is
                   required to report and N
                   designates that a vendor is not
                   required to report. This field
                   defaults to Y and cannot be
                   modified by the user.
Exempt from CUS    This field allows the vendor to be    Admin Users
Reports            temporarily removed from the
                   contract usage reports but the
                   vendor is still required to report.
                   This field defaults to N and
                   cannot be modified by the user.
                            Contract Info Tab
Last Updated          This field displays the user ID of    N/A
                      the last person to update the
                      contract information as well as the
                      day the update occurred. This
                      field cannot be modified.


Once a user has populated all of the required fields they must click on the
Save button to save their changes in the system.


                                                Click the Save
                                                button to save
                                                your changes.




The Save button will then turn into an Edit button signaling to the user
they are no longer in the edit mode.
                 Memo to File Tab
                 The memo to file tab is used to track comments associated with a
                 contract. The memo to file tab allows users to input comments related to
                 contract changes, vendor performance, or contract history on one screen.
                 Users have the ability to add new comments to the memo to file tab at
                 any time but access to delete comments is restricted to the Super User
                 and Admin groups. This provides for data integrity and accountability
                 while still giving the flexibility to correct mistakes.

                 To add a new memo to file comment click on the Edit button.
                                                                                 Click the Edit
                                                                                 button to add a
                                                                                 comment to the
                                                                                 memo to file.




                 After clicking on the Edit button the Insert button will appear and the Edit
                 button will change to a Save button signaling the user that they are now
                 in edit mode.




                 Click on the Insert button to add a new comment. Once you have clicked
                 the Insert button you will see a new comment line inserted on the first
                 line.
                                                                     The Post to Web date
                                                                     defaults to the current date
                                                                     but can be set to a date in
                                                                     the future for scheduling
                                                                     posting to the Internet.




                                                The type field                    The Memo field is used to record
The date and time the                                                             contract comments, changes, or
                                                designates if the
comment is inserted will be                                                       updates. Comments listed here will
                                                comment is to be
automatically populated.                                                          display on the Internet if WEB is
                                                posted on the WEB
Additionally, the User ID of the                                                  selected.
                                                or if it is for internal
person adding the comment is
                                                use only (MTF).
automatically captured. These
fields cannot be modified.                      Default type is MTF.



                  NOTE: Comments made in the Memo to File tab may be released under request for public
                  record.
To post comments to the Internet select WEB from the drop down list
(see screenshot below).




Once you have selected WEB from the type field, the following pop up
box will display asking if you are sure you want to display your comment
on the web. Click the Yes button to display your comment on the web or
click the No button to return to the previous screen.




By using the WEB designation, we are automating a process that today is
very manual and time consuming. Comments that are designated as
WEB will automatically post to the Current Contract Message that is
displayed on the Internet. (See screenshot below)




Note: It is very important to use discretion and professionalism when adding comments to the
Memo to file tab as the comments listed here may be posted on the Internet and/or become
public record.
               Once a user has populated all of the necessary fields they must click on
               the Save button to save their changes in the system. The Save button
               will then turn into an Edit button signaling to the user they are no longer
               in the edit mode.

               Note: Only Super User and Admin groups have permissions to remove
               comments from the Memo to File tab.
Click on the
column name
to sort in
ascending or
descending
order.



               The memo to file columns may be sorted in ascending or descending
               order. Click once on the column name to sort ascending and click once
               more to sort descending.

               Users may also print the memo to file tab (or any other tab in PCMS) by
               clicking on File, Print from the menu bar at the top of the screen. Once
               the user has clicked Print the following screen will appear allowing the
               user to select which tabs in the contract module they would like to print.
               A user may designate to print all tabs or they may select only the tabs
               they would like to print.




                                                          Enter in the number of
                                                          copies you would like, and
                                                          then select which tabs you
                                                          would like to print then click
                                                          the OK button. Pages will
                                                          print at your default printer.
Internet Tab
This tab will be used to trigger the posting of contract documents on the
Internet after the award has been made.

Definitions are provided for each of the fields shown on the screen below.
The definitions are there to assist users in identifying what each of the
fields is used for. To access the field definitions from the Internet tab
simply click on the name of the field. A window will pop up with a brief
explanation of what the field is for.




                                                    Click the Edit
                                                    button to make
                                                    changes to this
                                                    screen.



                                  Click on field name
                                  to see a explanation
                                  of what the field is
                                  used for.




For instance, clicking on “Web Display Flag” will bring up the following
window:




Once a user has populated all of the required fields they must click on the
Save button to save their changes in the system. The Save button will
then turn into an Edit button signaling to the user they are no longer in
the edit mode.
The two tables below discuss the functionality of each of the fields on the
Internet tab as well as the naming convention for naming your documents
in the Internet folder.
Web Display Flag – this field will display the current CCI on the web. Select Y to
display on the web. (Defaults to Y)
Bid Doc – This field will display the original bid document on the web. Select Y to
display on the web. (Defaults to N)
Bid Addendum - This field will display the bid addendum on the web. Select Y to
display on the web. (Defaults to N)
Additional CCI File size - This field is used to display very large CCI documents.
Enter in the document size to post to the web. If field is left blank no document will
post to the web. (Defaults to blank)
CCI Doc type – This field is the document type for the additional CCI file size field.
This field must be DOC for Word or PDF for Adobe files.
Prior CCI – This field will display a prior CCI on the web. Select Y to display on the
web. (Defaults to N)
Upcoming CCI – This field will display an upcoming CCI on the web. Select Y to
display on the web. (Defaults to N)
Price sheet size – This field will display a separate price sheet for the CCI on the
web. This field must be an Excel file. Enter in the document size to post to the web.
If field is left blank no document will post to the web. (Defaults to blank)
Award Doc Flag – This field will display an award document for the CCI. Select Y to
display on the web. (Defaults to N)
Keywords – This field is used to enter keywords for the contract that customers might
use to search on when trying to locate a contract on the Internet.



The table below provides detailed information on the naming convention
of files for posting on the web.

  Internet Tab      Field     File Displayed             Description                 Naming
    file name       Type                                                            Convention
Web Display          Y/N     Current CCI         Word file containing current      00000c.doc
Flag               chooser                       CCI
Bid Doc              Y/N     Original bid        Word document containing          00000b.doc
                   chooser                       the original IFB
Bid Addendum         Y/N     Bid Addendum        Word file that contains all       00000a.doc
                   chooser                       amendments for original IFB
Additional CCI       Text    Current CCI         This field is used to display     00000n.doc
File size            field                       a very large version of the       or
                                                 CCI.                              00000n.pdf
CCI Doc Type        Text     Current CCI         Indicates the type of file the    See above
                    field                        large version of the CCI is
                                                 (either DOC or PDF)
Prior CCI            Y/N     Prior CCI           Word file containing prior        00000o.doc
                   chooser                       CCI
Upcoming CCI         Y/N     Upcoming CCI        Word file containing              00000u.doc
                   chooser                       upcoming CCI
Price Sheet Size     Text    CCI price sheet     Excel file containing contract    00000p.xls
                     field                       pricing if not part of the CCI.
Award Doc Flag       Text    Award               Excel file containing all bids    00000a.xls
                     field   document            submitted by various
                                                 vendors (must be in Excel)
N/A                  N/A     History             Word file containing contract     00000h.doc
                             document            history
To have files posted on the web, you’ll need to put a copy of the file in the
H:\Internet\ folder. To do so, open up Windows Explorer on your
computer by right-clicking on the Start button and choosing Explore.

Navigate to the directory where you have the files you want posted.
Highlight the files in the right half of the screen.

In the left half of the screen, scroll to the H: drive so that the H:\Internet\
directory is visible.

Left-click on the files on the right half of the screen, and drag and drop
them in the H:\Internet\ folder.




                                                Highlight files
                                                to be placed
                                                on the Internet

                                          Drag and drop
                                          them in the
                                          H:\Internet\ folder
    Commodities Tab
    The commodity tab is used to associate bid lists with a specific contract.
    When associating bid lists to a contract the user is in actuality selecting
    the vendors to be notified of the new bidding opportunity.
                                              To edit the bid list for
                                              the contract click the
                                              Edit button.




    Once the user clicks the Edit button a list of all available bid lists will
    appear on the left side of the window. Users will then be able to select
    bid lists from the left side and add them to the list of bid lists for the
    contract by clicking the Add button in the middle of the screen.
Highlight the bid list to be
added to the contract by                                       Click the Add button to add
clicking the left mouse                                        the bid list to the contract.
button once.




    Additionally, users may enter in the 4-digit bid list in the field above the
    complete bid list.
                                                      Type in 4-digit bid list (group/class)
                                                      number and hit Enter to add to the
                                                      list.




    Once a user has made all of the necessary changes they must click on
    the Save button to save their changes in the system. The Save button
    will then turn into an Edit button signaling to the user they are no longer
    in edit mode.

    Note: Only users in the Super User and Admin group have permissions
    to remove bid lists from contracts.
    Vendors Tab
    The vendor tab is used to add vendors to a contract after award. This tab
    functions the same as the Commodities tab.

                                        To edit the vendors
                                        list click the Edit
                                        button.




    Once the user clicks the Edit button a list of all available vendors will
    appear on the left side of the window. Users will then be able to select
    vendors from the left side and add them to the list of vendors for the
    current contract by clicking the Add button in the middle of the screen.

Highlight the vendor to be                                    Click the Add button to add
added to the contract by                                      vendors to the current
clicking the left mouse                                       contract.
button once.




    Once a vendor has been added to a contract a user may activate or
    inactivate them based on their current status for a specific contract. This
    feature allows the user to activate and inactivate vendors as needed while
    maintaining a historical record of actions taken for the vendor.

    If the user makes a change in the vendor status, a window will pop up
    asking for a reason for the change. Users are required to enter a reason,
    for the change. The reason is then captured in the Memo to File tab for
    the contract.




    Note: It is important to include the vendor name and number in the
    reason field when inactivating or activating a vendor so the comments will
    be easily distinguishable on the Memo to File tab.
Once a user has made all of the necessary changes they must click on
the Save button to save their changes in the system. The Save button
will then turn into an Edit button signaling to the user they are no longer
in edit mode.

Note: Only users in the Super User and Admin groups have permissions
to remove vendors from contracts.
Customer Tab
The customer tab is used to add customers to a contract after award.
This tab functions the same as the commodity and vendor tabs.

                                     To edit the customer
                                     list click the Edit
                                     button.




Once the user clicks the Edit button a list of all available customers will
appear on the left side of the window. Users will then be able to select
customers from the left side and add them to the list of customers for the
current contract by clicking the Add button in the middle of the screen.
                                                                    Click the Add button to add
                                                                    customers to the contract.




                                   Highlight the customer to be added to the
                                   contract by clicking the left mouse button
                                   once.

Once a user has made all of the necessary changes they must click on
the Save button to save their changes in the system. The Save button
will then turn into an Edit button signaling to the user they are no longer
in the edit mode.

Note: Only users in the Super User and Admin groups have permissions
to remove customers from contracts.

Additionally, only users in the Admin User group have permissions to
designate customers as critical. If a customer is critical, choose “Y” in the
drop-down menu in the Critical column.
The table below provides a list of commonly used customer numbers and
a description of what they mean.

Customer     Customer           Description                Type
Number       Name                                          Designation
  ALL        All Customers      This customer number            MSC
             Combined           is used to designate
                                that all agencies, poly-
                                subs, non-profits, and
                                coop members may
                                purchase from this
                                contract. Use this
                                customer number if
                                the contract is general
                                use.
   OR        State of Oregon    This customer number             OTH
                                designates that the
                                state of Oregon may
                                purchase from this
                                contract.
   NP        Non-profits        This customer number             NON
                                designates that non-
                                profits may purchase
                                from this contract.
                                Use this customer
                                number if the contract
                                is restricted use.
    PS       Poly-subs and      This customer number             NON
             non-profits        designates that poly-
                                subs and non-profits
                                may purchase from
                                this contract. Use this
                                customer number if
                                the contract is
                                restricted use.
 150CS       General Admin      This customer number             MMC
             – Central          designates that the
             Stores             contract is a MMC
                                contract. Use this
                                customer number if
                                the contract is MMC
                                only.

Note: If a contract is a various use contract than it will be necessary to
designate the individual agencies as customers for the contract. If the
contract is restricted to Higher Ed it will be necessary to designate the
individual Higher Ed organizations as customers for the contract.
Bid Notification Tab
To begin the bid notification process, click on the Bid Process tab. If bid
process information has not been added yet (as in a new contract), the
window will look like the screen shot below.




                                       Click the Insert
                                       button to access
                                       the bid process
                                       tab.




To add bid information for a contract, click the Insert button. Additional
fields will appear in the upper portion of the bid process tab. These fields
will need to be populated by the user to facilitate the bid process. (See
screenshot below)




Below we discuss the functionality of each of the fields on the Bid
Process tab for which OSP staff is responsible for entering.

Bid Open Date – Enter the opening date for the bid. This field is required for the bid
notification process.
Revised Open Date – This field should be updated if the bid open date has been revised.
Enter in Y for Yes or N for No. (Defaults to N)
Buyer – This field defaults from the contract and cannot be modified.
Web Doc Name/Doc # - This field is the bucket number for the posting of the bid. This is the
number OSP staff will use to name the bid document.
Internet Display – This field is used to determine if the bid should be displayed on the
Internet. Enter in Y for Yes or N for No. (Defaults to Y)
Bid Title – Enter in the bid title to display on the web. This field is required for the bid
notification process.
Bid Description – Enter in a brief description of the bid. This field is required for the bid
notification process.
Pre-bid Mandatory - A user may designate if there is a mandatory pre-bid meeting. Enter in Y
for Yes or N for No. (Defaults to N)
Pre-bid Location – A user may designate the location of the pre-bid opening here.
Pre-bid Date and Time – Enter in the pre-bid date and time if applicable.
 *If pre-bid information is left blank N/A will appear on the notification to the vendor.
The bid opening date, bid title and the bid description are required to
complete the bid notification process. These are the fields that will
display on OSP’s bidding opportunities page and on the email and
postcard notification. Once a user has entered in the bid opening date
and tabbed to the next field they will receive a pop up window asking if
the user has scheduled a bid opening date yet. (See screenshot below).




If the user has not schedule a bid opening date yet they will need to stop
where they are and schedule a date for the bid opening through the bid
schedule calendar. The bid scheduling will be covered in the next section
of this manual.

If the user has already scheduled the bid opening date they may click the
OK button and continue the bid notification process.

Additionally, if a user has a pre-bid for this bidding opportunity it will be
necessary to populate all of the pre-bid fields. After the use has entered
in the date for the pre-bid they will receive a message asking them if they
have scheduled a meeting room for the pre-bid (see screenshot below).




Once a user has filled in all of the necessary bid and/or pre-bid
information they may then begin the bid notification process. To start the
bid notification process, click the Select Vendors button.
                                                                          Click the Select
                                                                          Vendors button to
                                                                          start the bid
                                                                          notification process.




After the user clicks the Select Vendors button the Bid Notify log at the
bottom of the screen will populate with the names of the vendors currently
on the bid list(s) the user selected on the Commodities tab.
Note: once a user has clicked the Select Vendors button they cannot
cancel the process.




The bid notify log will populate with the vendor number, vendor name,
email address (if set up to receive notification via email, the TIN number,
and the method of notification. The two notify methods are E for email or
P for postcard.

Additional fields on the bid notify log are listed in the table below with a
description of what each field is used for.
Field Name     Field description                              When it is populated
Notify Date    This field contains the date the vendor was    After the user has run the
               notified of the bidding opportunity.           automated notification to
                                                              the vendors for the original
                                                              bid.
Request date   This field contains the date the vendor        After the bid clerk has run
               requested the bid from OSP. If the bid is      the daily process for the bid
               downloaded from the Internet this field will   openings.
               automatically populate. If the bid
               document is requested through OSP and          OR
               sent to the vendor manually than the
               person sending the bid document out will       When OSP staff sends a
               need to populate the request date with the     bid document to a vendor
               date the bid was sent out.                     via email, fax, or mail.
Request type   This field contains the how the bid            After the bid clerk has run
               document was requested. For bid                the daily process for the bid
               downloaded from the Internet this field will   openings.
               be automatically populated with the letter I
               for Internet. If the bid document is           OR
               requested through OSP and sent to the
               vendor manually than the person sending        When OSP staff sends a
               the bid document out will need to populate     bid document to a vendor
               the request type field with the letter M for   via email, fax, or mail.
               manual.
Amendment      This field will be automatically populated     After the user has run the
Date           with the date that an amendment                automated notification to
               notification is done. If there is more than    the vendors for
               one amendment this field will update with      amendments.
               the most current date that the amendment
               notification was done.
Response       This field contains the date the bidder        Populated by the bid clerk
Date           responded to the bid. Typically this date      on the day of the bid
               matches the bid opening date.                  opening.
Award Date     This field contains the date of award. This    OSP staff populates this
               field must be the same date as the             field when they do their
               unsuccessful notify date.                      unsuccessful bidder
                                                              notification.
Unsuccessful   This field contains the date the               This field is auto populated
Notify Date    unsuccessful bidders were notified.            when the user runs the
                                                         automated notification
                                                         process for unsuccessful
                                                         bidders.
After clicking on the Notify Vendors button the following pop up box will
appear.


                                     Click the Yes
                                     button to trigger
                                     the automated
                                     notification
                                     process.




Clicking on the select vendors button for the contracts module will trigger
an automated process that will notify all vendors on the bid list(s) that
were added to the commodities tab earlier in the process. Vendors will
be notified via email or postcard. Postcards will print at the user’s default
printer.

The bid notify log will include the vendor number, vendor name, vendor
email address (if applicable), vendor TIN#, notify date and method in
which the vendor was notified.
Once vendors have been notified of a bid opportunity they may request
the bid through OSP or they may download the bid from the OSP website.
Vendors will receive a link in their email notification that will take them
directly to the bid document on the Internet. Likewise, vendors who
receive notification via postcard will be provided with the link to the bid
document.

If a vendor requests a bid through OSP it will be necessary for the
responding staff member to update the bid notify log for the requesting
vendor with the requested date and type. The two types are M for
manual or I for Internet.

PCMS has an automated process that will populated the requested date
and type for vendors who have downloaded the bid from the Internet.

The notification of vendors for amendments is very similar to the original
bid notification process. If there is an amendment for the bid the user
must populate the amendment date or the notify process will not run.

                                                                                    Enter in the
                                                                                    amendment
                                                                                    date in the
                                                                                    following format
                                                                                    mm/dd/yy.
Once the amendment date has been entered the user may click on the
Select Vendors button. The user will receive the following pop up
window.

                                            Click the Yes
                                            button to trigger
                                            the automated
                                            notification
                                            process.




Once a user has clicked the Yes button the automated process will send
amendment notifications to the vendors who have requested the original
bid. Again, vendors will receive notification via email or postcard and
postcards will be printed on the users default printer. It is very important
to have accurate notification information in the bid notify log or the vendor
will not receive notification of amendments.

When doing an amendment to a bid it may also be necessary to change
the bid opening date. If this is the case be sure and update the bid
opening date and set the Revised Open Date field to Y for yes.

  Note: It is very important to fill out all of the available fields, as the
  automated processes may not be triggered properly if left blank.
    Bid Scheduling
    The scheduling of bid openings will now take place in Microsoft Outlook.
    A user will need to check the availability of bid openings through the
    Outlook calendar prior to sending out notification to the vendors of the
    bidding opportunity.

    Bids may be scheduled on Tuesday, Wednesday, or Thursday of each
    workweek. Bid openings are to be scheduled at 30-minute intervals
    beginning at 2:00 p.m. with a limit of 5 bid openings per day.

    To view the bid schedule access the shortcut to the GA FAC OLY GA
    BLDG 201 BID CAP 20 calendar in your Outlook. Once the calendar has
    opened the user can go to the date they would like to schedule a bid
    opening and verify the date has available bid open times.
                                                                        All times are
                                                                        available
                                                                        currently.



The 2:00 p.m. and 2:30
p.m. slots have already                 There are still
been scheduled and are                  3 remaining
no longer available.                    bid opening
                                        slots.


    If the date is open the user may then go into their Outlook calendar and
    send a meeting request for the desired date and time. To send a meeting
    request open your calendar and from the menu bar select Actions, New
    Meeting Request. Once you have selected a new meeting request a
    new window will open. (See screenshot below).
In the subject line of the meeting request include the Bid Number and Bid
Title. In the location line enter the State Procurement Offcer’s name. In
the body of the meeting request include any special comments to the bid
clerk.
             Bid Number
             SPO Name
             Title of Bid
             Number of Items
             Special comments to the bid clerk

Click on the To button to access the GA, Facilities list. The following
screen will appear.




Scroll to the GA, Facilities list and select GA FAC OLY GA BLDG 201 BID
CAP 20 from the list. Click the OK button.

Click the Send button to send your meeting request to the bid clerk.

After your email has been sent requesting an available date and time you
will receive a confirmation email from the bid clerk either accepting or
declining your meeting request.

Note: the bid clerk is the only person who can accept meeting requests for bid
openings.
PCMS
Vendors Module


VENDORS MODULE
The Vendors module is the module that will be utilized to maintain
information for vendors either on existing contracts or wishing to bid on
state contracts. This section will outline the different areas of functionality
within the Vendors module.
This section will cover in detail:
       Searching for vendors
       Adding new vendors
       Editing vendor information
       Viewing vendor contracts
       Viewing SPRs for vendors
The vendor module consists of six tabs, the Vendor Info tab, Contact Lists
tab, Memo to File tab, Commodities tab, Contracts tab, and SPR's (Single
Purchase Requisitions) tab. Each tab covers specific areas related to the
notification and tracking of vendors.
Accessing the Vendors Module
To access the contracts module click the Data Entry link from the menu
bar. Then select Vendors from the drop down menu.




Searching for Vendors
To search for vendors within the vendor module a user can enter in the
vendor number (see screen shot below) or a user may access the
Advanced Search feature by clicking on the Advanced Search button.




          Enter the Vendor                      Click here for
          number and click                      Advanced Search
          the Enter button.                     options.
Once a user clicks on the Advanced Search button the screen below will
open. From there a user can search on the vendor number, vendor
name, TIN number, or State Tax Number (UBI). A user can search on
one field or multiple fields. After the search criteria has been defined click
on the Search button to run the search.

                                       Click the Search
                                       button to run a
                                       search on the
                                       criteria you
                                       specified.



                                  Note: Click the
                                  Reset button to clear
                                  your existing search
                                  criteria.




Your search results will display in the window below the search criteria
(see screen shot below).

                                            Click on Print
                                            Results button
                                            to print a copy
                                            of your search
                                            results.


  Search results
  window.


                                                              Click on Save
                                                              Results button to
                                                              save your search
                                                              results to your
                                                              computer.



                                NOTE: Double clicking
                                on the vendor number
                                or title will open up the
                                vendor record for
                                viewing or editing.
It is also possible to search for vendors by their contact information by
clicking the Search Contact button in the upper right hand corner of the
Advanced Search window. (See screen shot below)




                                  Click Search Contact
                                  in order to search for
                                  vendors by contact
                                  information.




                         This button changes
                         to Search Vendor
                         when in contact
                         search mode.




From this screen, users can search on Contact Name, Area Code, Phone
number, Address, City, State, Zip Code, and Email Address. Users can
search on all or part of a field. For example, searching by “aol.com” in the
Email Address field will return all contacts with aol.com in their email
address.
Search results will display in the lower portion of the search window
below the search criteria (see screen shot below).



                                                Search results
                                                window.




                               Double-clicking on a
                               contact name will open up
                               the vendor record for
                               viewing or editing.
PCMS
Vendors Module

Once your search results have returned you have the option to either print
your search results or save your search results to your computer.
To print your search results click on the Print Results button. A copy of
the results will be sent to your default printer.
To save your search results click on the Save Results button. Once you
have clicked the Save Results button the Save As window will display.




In the File Name field title your search results. Then from the Save as
type drop down select Excel with headers (see screen shot below).




This will allow your document to be saved as an Excel file with column
headers for each of the fields shown on the search results window.
  The table below describes how to use each of the advanced search fields
  to obtain the best search results.
       Field                    Search Instructions and Tips – Vendor Searches

Vendor#          Up to eight characters can be entered in this field. PCMS will search for any
                 vendor number that includes the characters you enter. This field will accept
                 dashes.

                 For example: Entering “1000” in the Vendor# field will return vendors 1000,
                 100003, 100004, 100006, and every other vendor that includes “1000” in its
                 number.

Vendor Name      Use this field to search by vendor name. PCMS will search for any vendor
                 whose name includes the text you enter in this field.

                 For example: Entering “business” will return “International Business Machines”,
                 “Business and Office Interiors”, and any other vendor with “business” in their
                 name.

TIN#             This field searches for vendors by TIN number. PCMS will search for any
                 vendor that includes the numbers you enter.

                 For example: Entering “2348” will return 532348541, 931234883, and so on.

UBI#             This field searches for vendors by State Business Tax (UBI) number. PCMS will
                 search for any vendor that includes the numbers you enter.

                 For example: Entering “7035” will return 470351813, 911470359, and so on.



       Field                   Search Instructions and Tips – Contact Searches
Contact Name     Enter all or part of a contact’s name in this field. PCMS will search for any
                 contact whose name includes the text that you enter.

Area Code,       Use these fields to search on vendor address information. Enter all or part of
Phone #,         the vendor address information. PCMS will search for any contact that includes
Address, City,   the address information you enter.
State, Zip
                 For example: Entering “Sea” in the city field will return all contacts who are
                 located in Seattle, Seatac, and so on.

Email Address    This field searches for vendors by email address. You can search on any part of
                 a valid email address.

                 For example: Entering “msn.com” in the email address field will return all
                 contacts with an msn email address.
Adding a New Vendor
When adding a new vendor users will need to click on the Add New
Vendor icon located just under Help in the menu bar. (See screenshot
below).




The second way to add a new vendor is to select Rows from the menu
bar and click on Insert.




PCMS will automatically assign a number to the new vendor. You will not
be able to change the vendor number once it has been created. PCMS
chooses the next available vendor number in sequence.
Adding new vendor information is a relatively straightforward process.
The use of tabs in the Vendors module groups together like functions on
one tab in order to more clearly define the different steps involved in
managing contracts in PCMS. The six tabs included in the Vendors
module are:
      Vendor Information
      Contact Lists
      Memo to File
      Commodities
      Contracts
      SPR's (Single Purchase Requisitions)
The use of tabs also allows for consistency and familiarity through out
PCMS making it friendlier for the end user. The following sections
describe each of the tabs within the Vendor module in detail.
Vendor Information Tab
Once you have selected the Add New Vendor button the following
screen will appear. Notice the vendor number is automatically assigned
and cannot be modified.




Below we will discuss the functionality of each of the fields on the Info tab
for which OSP staff is responsible for entering. The table on following
page defines all of the fields on the Info tab as well as associated
permissions.


 Vendor name –enter the vendor company name.
 Status – choose A for active or I for inactive. (Defaults to A)
 DBA Name – “Doing Business As.” This is the “also known as” name for the Vendor.
 Registered with OSP – Choose Y or N.
 Tin# –enter the Federal tax ID number.
 State Tax Number (UBI) – enter the State Tax Number.
 Homepage URL – enter the company’s Internet homepage (must include http://)
 Web Catalog URL – enter the company’s Internet catalog page (must include http://).
 BLD Percent – enter the Bottom Line Discount percentage if applicable.
 Contact Name – enter the name of the main vendor contact.
 Address 1 & 2– enter the street or physical address of the main vendor contact.
 PO Box – enter the Post Office Box if applicable.
 City, State, Zip, Country – enter the city, state, zip (plus 4 if applicable), and country.
 Position Title – enter the position title of the main vendor contact.
 Phone Number, Fax Number, and Mobile – enter the phone, fax, and cell phone
 numbers of the main vendor contact
 Email – enter the email of the contact.
The table below provides a description of each of the fields shown on the
Info tab as well as the associated permissions.
                           Contract Info Tab
   Field Name               Field description                   Permissions
Vendor Number        The vendor number is                    N/A
                     automatically assigned by the
                     system and cannot be modified.
                     Users are to utilize the next
                     vendor number in the sequence.
Vendor Name          The name of the vendor.                 Standard Users,
                                                             Super Users,
                                                             Admin Users
Status               Choose A (Active) or I (Inactive)       Standard Users,
                     from a drop-down list.                  Super Users,
                                                             Admin Users
DBA Name             “Doing Business As.” This is an         Standard Users,
                     “also known as” name.                   Super Users,
                                                             Admin Users
Registered w/OSP     This is to show whether a vendor        Standard Users,
                     is actually registered with OSP or      Super Users,
                     is simply listed for informational      Admin Users
                     purposes. Choose Y or N from
                     the drop-down list.
Tin#                 This is the Federal Tax ID #.           Standard Users,
                                                             Super Users,
                                                             Admin Users
State Tax Number     This is the State Tax ID #.             Standard Users,
(UBI)                                                        Super Users,
                                                             Admin Users
Homepage URL         This is the vendor’s internet home      Standard Users,
                     page address. Please include            Super Users,
                     http:// when typing a URL.              Admin Users
                     Accuracy is crucial.
Web Catalog URL      This is the vendor’s catalog home       Standard Users,
                     page address. As above, please          Super Users,
                     include http://                         Admin Users
BLD Percent          Bottom Line Discount Percent.           Standard Users,
                                                             Super Users,
                                                             Admin Users
OMWBE                The user cannot change OMWBE            N/A
                     information. This information
                     comes directly from OMWBE and
                     is uploaded into the PCMS
                     database.
Inactivated          This field is filled automatically by   N/A
                     PCMS. When a vendor is
                     inactivated, this field will indicate
                     when it happened and by whom.
Last Updated         This field is filled automatically by   N/A
                     PCMS. It will indicate the last
                     time a change was made to
                     vendor information, and by whom.
                            Contract Info Tab
    Field Name                Field description                   Permissions
Contact Name         This field should be the name of          Standard Users,
                     the main vendor contact.                  Super Users,
                                                               Admin Users
Address 1 & 2        These fields are for the physical         Standard Users,
                     address of the main vendor                Super Users,
                     contact.                                  Admin Users
PO Box               This field is for the Post Office         Standard Users,
                     box number of the main vendor             Super Users,
                     contact, if applicable.                   Admin Users
City, State, Zip,    These fields are for the remainder        Standard Users,
Country              of the main vendor contact                Super Users,
                     mailing information.                      Admin Users
Position Title       This field is for the position title of   Standard Users,
                     the main vendor contact.                  Super Users,
                                                               Admin Users
Phone Number         This field is for the area code,          Standard Users,
                     phone number, and extension               Super Users,
                     number (where applicable) of the          Admin Users
                     main vendor contact. It is not
                     necessary to include “E” or “X” in
                     front of the extension number.
Fax Number, Mobile   These fields are for the fax and          Standard Users,
Number               mobile phone number of the main           Super Users,
                     vendor contact.                           Admin Users
Email Address        This field is for the email address       Standard Users,
                     of the main vendor contact. The           Super Users,
                     address should be in this format:         Admin Users
                     username@domainname.
                     Please do not input web URLs in
                     this field.
Once a user has populated all of the required fields they must click on the
Save button to save their changes in the system.




The Save button will then turn into an Edit button signaling to the user
they are no longer in the edit mode.
Contact Lists Tab
There may be many contacts for one vendor in PCMS. The main contact
is the address information for the vendor. Additional contacts may be
entered into PCMS on the Contacts Lists tab. This tab allows users to
add multiple contact types for one vendor record facilitating different
business functions within OSP. Fields available on the contact list tab are
contact type, name, title, email address, phone, fax, and mobile. Users
have the ability to add, delete, or edit information on vendor contacts at
any time.

To add a new contact, first click on the Edit button.




The click the Insert button to add a new contact.




The table below provides a description of each of the fields shown on the
contacts list tab as well as the associated permissions.

     Field Name                      Description                      Permissions
Contact Type          This field contains a list of available  Standard Users, Super Users,
                      contact types. A member of the Admin Admin Users
                      User group can add to this list at any
                      time.
Full Name             Enter the full name of the contact.      Standard Users, Super Users,
                                                               Admin Users
Position Title        Enter the position title of the contact. Standard Users, Super Users,
                                                               Admin Users
Email Address         Enter the email address                  Standard Users, Super Users,
                      (username@domainname) of the             Admin Users
                      contact.
Phone Area Code,      Enter the full phone number of the       Standard Users, Super Users,
Number, and Extension contact                                  Admin Users
Fax Area Code and     Enter the fax number of the contact      Standard Users, Super Users,
Number                                                         Admin Users
Mobile Area Code and Enter the mobile phone number of the Standard Users, Super Users,
Number                contact                                  Admin Users
To delete a contact, click the Edit button, then highlight the contact you
want deleted. Then click the Delete button. To finish, click the Save
button.

Once a user has made all of the necessary changes they must click on
the Save button to save their changes in the system. The Save button
will then turn into an Edit button signaling to the user they are no longer
in the edit mode.

Memo to File Tab
The memo to file tab is used to track comments associated with a vendor.
The memo to file tab allows users to input comments related to vendor
changes, vendor performance, or vendor history on one screen. Users
have the ability to add new comments to the memo to file tab at any time
but access to delete comments is restricted to the Super User and Admin
groups. This provides for data integrity and accountability while still
giving the flexibility to correct mistakes.




To add a new memo to file comment click on the Edit button.




After clicking on the Edit button the Insert button will appear and the Edit
button will change to a Save button.

Click on the Insert button to add a new comment. Once you have clicked
the Insert button you will see a new comment line inserted on the first
line.

Once you have finished adding your comments to the memo to file click
the Save button to save your changes.

Note: It is very important to use discretion and professionalism when adding comments to the
Memo to file tab as the comments listed here may be posted on the Internet and/or become
public record.
Commodities Tab
The Commodities tab lists the commodities groups that a particular
vendor is associated with. This tab is particularly important, because it is
the commodities groups chosen that determines which bid
announcements a given vendor receives.




To add or remove commodities from a vendor, click on the edit button.




To add a commodity, first highlight it by finding it in the list on the left, or by
entering the commodity number in the field above the list. Click on the Add
button to add the commodity to the vendor.




To remove a commodity, highlight it in the list on the right and click on the
Remove button.

Click the Save button on the upper right to save any changes made.
PCMS
Single Purchase Requisition (SPR) Module


Contracts Tab
The Contacts tab lists all contacts that the vendor is on.




The screen lists the Contact Number, Contract Title, and Status (A for
active, I for inactive).

This tab is for display purposes only. You cannot change what contacts a
vendor is on in the Vendor module. To add or remove a vendor from a
contract, please see the Contracts module.

SPRs Tab
This tab lists all the Single Purchase Requisitions.




Like the Contracts tab, this tab is for display purposes only. To add or
remove a SPR from a vendor, you must use the SPR module of PCMS.
PCMS
Single Purchase Requisition (SPR) Module


SINGLE PURCHASE REQUISITION (SPR) MODULE
The SPR module is the module that will be utilized to manage purchase
orders, purchase authorities, and one-time quotes and bids that do not fall
under regular state contracts. This section will outline the different areas
of functionality within the SPR module.
This section will cover in detail:
       Searching for SPR’s
       Adding new SPR
       Adding and editing SPR information
The SPR module consists of four tabs, the Requisition tab, Bid/Quote/PA
tab, Purchase Orders tab, and Bid Process tab. Each tab covers a class
of information that is necessary in the posting and tracking of SPR’s.
Accessing the SPR Module
To access the SPR module click the Data Entry link from the menu bar.
Then select Single Purch Req. from the drop down menu.




Searching for SPR’s
To search for requisitions within the SPR module a user can enter in the
Requisition number (see screen shot below) or a user may access the
Advanced Search feature by clicking on the Advanced Search button.




            Enter Req.                                Or click
            Number here                               here for
            and hit Enter                             advanced
                                                      search

Please note that if you type in a Requisition number directly, it may apply
to more than one Requisition. If that is the case, the window shown
PCMS
Single Purchase Requisition (SPR) Module

below will pop up, and Advanced Search will launch automatically, listing
all the of the Requisitions that match the Requisition number you entered.




Once a user clicks on the Advanced Search button the screen below will
open. From there a user can search on the requisition number, customer
number, order location, buyer name, log date, description, or by who
logged the requisition. A user can search on one field or multiple fields.
After the search criteria has been defined click on the Search button to
run the search.




           You can search                                   To clear all
           before, on, or after                             fields, click
           a specific date.                                 Reset

Your search results will display in the window below the search criteria
(see screen shot below).
PCMS
Single Purchase Requisition (SPR) Module

Besides searching requisition information, it is also possible to search
SPR’s by Purchase Order information. To do this, click the Search PO
button in the upper right of the Advanced Search window.




   As with the SPR search,
   you can search before,
   on, or after a certain date.


From here, the user can search by PO Number, PO Contract Number,
Vendor number, Name, Amount, and Created Date.
Please note that it is not necessary to completely fill in any of these fields.
Searching by 1 in the vendor field will return all contacts with a vendor
number that includes 1.




Once your search results have returned, you can open up a specific
requisition by double-clicking on it, or you also have the option to either
print your search results or save your search results to your computer.
To print your search results click on the Print Results button. A copy of
the results will be sent to your default printer.
  To save your search results click on the Save Results button. Once you
  have clicked the Save Results button the Save As window will display.




  In the File Name field, give a name to your search results. Then from the
  Save as type chooser select Excel with headers (see screen shot below).




  This will allow your document to be saved as an Excel file with column
  headers for each of the fields shown on the search results window.
  The table below describes how to use each of the advanced search fields
  to obtain the best search results.
     Field                  Search Instructions and Tips – Requisition Searches

Requisition     Enter a whole or partial requisition number in this field. PCMS will search for any
Number          requisition number that includes the characters you enter.

                For example: Entering “68” in the Requisition Number field will return requisitions
                68, 468, R6894, and every other requisition that includes “68” in its number.
Customer         Use this field to search by customer. State agencies have three-digit customer
Number           numbers, while other political entities have numbers that are five-digits or longer.

Order Location   Enter a three-digit order location code here.

Buyer Name       Enter all or part of a buyer's name here, last name first.

Log Date         This field searches for requisitions based on when there were logged into PCMS.
                 By clicking on the = button, you can toggle this field to search for an exact date
                 (=), all dates before and including the date entered (<=), or all dates after and
                 including the date entered (>=).

                 For example, entering 5/1/02 in the date field, and toggling the button to >= will
                 search for all requisitions logged on or after the first of May 2002.

Description      This field searches for requisitions by description. This will return all requisitions
                 that include the characters you enter in this field.

                 For example, entering "mic" into the description field would return any
                 requisitions that include the word "microwave", "microprocessor", "chemical",
                 and so on.

Log By           This field searches for requisitions logged by whatever individual you are
                 searching for. Search by username (usually the first initial and first six letters of
                 the last name).

                 Since almost all of the requisitions currently in the database were logged by only
                 two different people, searching by this field may not narrow your search by
                 much.



       Field                    Search Instructions and Tips – Contact Searches
PO Number        This field searches by Purchase Order number. This field will return only exact
                 matches.

PO Contract      This field searches by Purchase Order Contract number. This field will return
Number           any Purchase Orders that match the digits you enter. Thus, entering "1" will
                 return both "152" and "521."

Vendor Number    This field searches by vendor number. PCMS will search for any vendor number
                 which includes the digits entered here.

Name             This field will search by the vendor name. PCMS will search for any vendor
                 name whose name includes the text that is entered here.

Amount           This field searches by the dollar amount of the PO. This field returns only exact
                 matches.

Created Date     This field searches for purchase orders based on when there were created in
                 PCMS. By clicking on the = button, you can toggle this field to search for an
                 exact date (=), all dates before and including the date entered (<=), or all dates
                 after and including the date entered (>=).

                 For example, entering 5/1/02 in the date field, and toggling the button to >= will
                 search for all purchase orders logged on or after the first of May 2002.
Adding a New SPR
Too add a new SPR, users will need to click on the Insert icon located
just under and to the right of Help in the menu bar. (See screenshot
below).




Adding new requisition information is a relatively straightforward process.
The use of tabs in the SPR module groups together like functions on one
tab in order to more clearly define the different steps involved in
managing requisitions in PCMS. The four tabs included in the SPR
module are:
      Requisition
      Bid/Quote/PA
      Purchase Orders
      Bid Process
The use of tabs also allows for consistency and familiarity throughout
PCMS making it friendlier for the end user. The following sections
describe each of the tabs within the SPR module in detail.
Requisition Tab
Once you have selected the Insert icon the following screen will appear.




In the following section, we will cover the functionality of each of the fields
on the Info tab. We will cover the main fields that OSP staff is
responsible for inputting with a review of the table on the following page
that defines all of the fields on the Info tab as well as associated
permissions.


 Customer Requisition Number – input the requisition number here (this differs from
 the vendor and contracts modules in that this number is not assigned by the system).
 Customer – choose from the drop-down list
 Order Location – choose from the drop-down list
 Ship to Location – choose from the drop-down list
 Invoice Location – choose from the drop-down list
 Commodity, Group, Class – choose from the drop-down list
 Description – input purchase requisition description
 Number Items – input the number of items on the requisition
 UOM – "Unit of Measure." Choose from the drop-down list.
 Projected Cost – input the projected cost
 Completed Date– input the requisition completed date
 SPO Assigned – choose the State Purchasing Officer from the drop-down list
 Cancellation Date – input the requisition cancellation date
 Cancellation Reason – input the reason for cancellation
The table below provides a description of each of the fields show on the
Info tab as well as the associated permissions.
                             Requisition Tab
    Field Name                 Field description              Permissions
Customer              The customer requisition number      N/A
Requisition #         is assigned and entered by the
                      user. This number can be
                      changed.
Customer              The customer, chosen from the
                      drop-down list. (State agencies
                      on top, political subdivisions and
                      other entities below).
Order Location        Choose from the drop-down list
                      the customer location that the
                      order originated from
Ship To Location      The location where the order is to
                      be shipped. Choose from the
                      drop-down list.
Invoice Location      The location where the invoice is
                      to be sent. Choose from the
                      drop-down list.
Commodity Group,      The commodity group that the
Class                 order belongs to. Choose from
                      the drop-down list.
Description           Enter a succinct description of
                      what the requisition is for.
Number Items          Number of items included in the
                      requisition.
UOM                   "Unit of Measure." There are a
                      variety of units included: choose
                      from the drop-down list.
Projected Cost        Projected cost of the requisition.
Completed Date        Date the requisition is completed.
SPO Assigned          State Purchasing Officer assigned
                      to the requisition. Choose from
                      the drop-down list.
Cancellation Date     If the requisition is cancelled,
                      enter the date of cancellation
                      here.
Cancellation Reason   If the requisition has been
                      cancelled, enter the reason here.
Once a user has populated all of the required fields they must click on the
Save button to save their changes in the system.




The Save button will then turn into an Edit button signaling to the user
they are no longer in the edit mode.
Bid/Quote/PA Tab
A purchase requisition may be filled by a bid, a quote, or by giving
purchase authority to the customer. How that is filled is handled in the
Bid/Quote/PA tab.

To add or edit information in the tab, click on the Edit button.




The table below provides a description of each of the fields shown on the
Bid/Quote/PA tab as well as the associated permissions.

     Field Name                Description               Permissions
Bid/Quote/PA       Whether this requisition is a bid, a
                   quote, or a purchase authority.
                   Select B, Q, or PA from the drop-
                   down list.
Created Date       Enter the date the bid or quote was
                   created.
Opening Date       Enter the opening date for the bid or
                   quote.
PA Number          If PA is chosen in the Bid/Quote/PA
                   field, PCMS will automatically
                   assign a PA number that cannot be
                   changed by the user.
PA Date            Enter the date of the purchase
                   authority.
PA Amount          Enter the dollar amount of the PA.
Amendment Date (1- Enter the dates that amendments
5)                 were made to the bid or quote.

After entering the information, click the Save Button.
Purchase Orders Tab
The purchase orders tab is used to track purchase orders associated with
a particular single purchase requisition.




To add a new memo to file comment click on the Edit button (see
screenshot below).




After clicking on the Edit button the Insert PO and Delete PO buttons will
appear and the Edit button will change to a Save button. If there is
already Purchase Order information saved for this requisition, details from
one of the PO's will be displayed.
Click on the Insert PO button to add a new purchase order. Once you
have clicked the Insert PO button, PCMS will automatically assign a PO
number. The user can then fill out whatever other fields are applicable.

The table below provides a description of each of the fields shown on the
Purchase Order tab as well as the associated permissions.

    Field Name                    Description             Permissions
PO Number          This number is automatically
                   assigned by PCMS, and cannot be
                   changed by the user.
Vendor             Select the vendor for this purchase
                   order from the drop-down list.
PO Contract Number If purchased off a contract, enter the
                   contract number here.
Add on             If this is part of an add-on, choose Y
                   from the drop-down list. Otherwise,
                   choose N.
PO Amount          Enter the total PO amount.
MBE Amount         Enter the total minority-owned
                   business enterprise amount.
WBE Amount         Enter the total women-owned
                   business enterprises amount.
Created Date       Enter the PO created date.
Delivery Date      Enter the delivery date.
Award Date         Enter the date awarded.
Expire Date        Enter the expiration date.
Savings/Overage    This field is automatically populated
                   by PCMS based on the PO Amount
                   and the total requisition amount
POC                Purchase order changes. PCMS
                   displays up to four changes. Enter
                   the date in the first column, and
                   changes made in the second.
Invoice Number     Enter the OSP invoice number
Invoice Amount     Enter the OSP invoice amount
Invoice Date       Enter the OSP invoice date
Billing Comments   If there are any additional invoice
                   comments, enter them here.


Once you have finished adding the purchase order information, click the
Save button to save your changes. The PO information will be added to
the database, and an abbreviated version of the PO information will
appear in the table at the bottom of the page (see screenshot below).
To delete a purchase order from a requisition, click on the Delete PO
button. Click Save to save any changes.


Bid Process Tab
The bid process tab allows the user to set up and process bids being sent
out on purchase requisitions.

To set up a bid process, first choose the Bid Process tab.




If bid process information has not been added yet (as in a new contract),
the window should look like the screen shot below.




Click the Insert button to add bid information.
In order to send out the bid, you will need to fill out the Bid Open Date,
the Bid Title, and the Bid Description.

After filling out the Bid Open Date, you will get a pop-up window asking if
you have scheduled the Bid Room for that date.




If you haven't, then do so before finishing the bid notification. If so, click
OK and continue.

If there is a Pre-Bid, you will need to complete the four fields in the area
highlighted in green. The Web Doc Name and Doc # fields are filled
automatically by PCMS and cannot be changed. If there is an
amendment to the bid, then the Amendment Date field needs to be filled.
If the amendment revises the opening date, the Revised Open Date field
will need to be changed to Y.

To choose the vendors to whom the bid will be sent, click the Select
Vendors button.

A window will pop open, asking if you wish to use all vendors from the
selected commodities, or only selected vendors. Click the radio button
next to your choice and then click OK.
If you choose All Vendors, please continue to "Send Notification" below.

If you choose Selected vendors, a window containing all the vendors from
the chosen commodity will open up.




To select vendors from the list, highlight them and click Select. When you
are done, click Close to proceed.

Send Notification

Whether you chose All Vendors or Selected Vendors, The bid list will now
populate with the vendors that are associated with the commodities that
were selected for your contract.
To add additional vendors to the list, click Edit Bidlist. The Edit Bidlist
button will change to Save Bidlist, and an Insert Bidlist button will appear.
To insert a vendor, click Insert Bidlist.

A new line will open up, and you can enter the vendor number. Please
note that the vendor must be registered in advance, and you must know
the vendor number in order to insert it into the bidlist.

Once you are finished entering vendors into the list, click Save Bidlist to
continue.

To send the bid to vendors, click Notify Vendors.

A window asking "Notify Vendors of BID" will open up. If you wish to
proceed, click Yes, if not, click No. Note: This is your last chance to stop
the process before it finishes.




If you click Yes, PCMS will send email notifications to vendors for whom
we have email contact information. For those who have no email, PCMS
will print postcards on the default printer.

Notifying the bidlist because of an amendment is similar. After entering
the Amendment Date in the upper field (and if necessary, changing the
Bid Opening date--please be certain to schedule the bid opening), you will
need to click the notify vendors button, then click Yes or No on the Notify
Vendors of AMENDMENT window that will pop up. PCMS will send the
emails and print out the postcards.
PCMS
Commodities Module


COMMODITIES MODULE
The commodities module is the module that will be utilized to organize
products and services by groups. The contract, vendor, and SPR
modules use the commodity information to determine, among other
things, which vendors receive bid information.
This section will cover in detail:
       Searching for Commodities
       Entering and updating Commodities
Accessing the Commodities Module
To access the commodities module click the Data Entry link from the
menu bar. Then select Commodities from the drop down menu. To
search, choose Search Commodities. To make changes to the
Commodities file, choose Enter/Update Commodities.
Searching for Commodities
In the Commodities Search screen (see below), there are ten different
fields to search from. Five of these fields allow the user to search text
names or descriptions, four of them search code numbers, and one
searches for buyer codes.
It is important to remember that any combination of these fields can be
used in a search for a commodity. Given the large number of
commodities in our database, the more ways you can define your search,
the better (and faster).




Your search results will display in the window below the search criteria
(see screen shot below).




To print your search results click on the Print Results button. A copy of
the results will be sent to your default printer.
To save your search results click on the Save Results button. Once you
have clicked the Save Results button the Save As window will display.




Navigate to the directory where you wish to save the file. In the File
Name field, give a name to your search results. Then from the Save as
type chooser select Excel with headers (see screen shot below).




This will allow your document to be saved as an Excel file with column
headers for each of the fields shown on the search results window.
The table below describes how to use each of the advanced search fields
to obtain the best search results.
      Field               Search Instructions and Tips – Commodities Searches

Group          Group Description is the broadest definition of any commodity. There are fewer
Description    than 100 groups in PCMS. However, within a group, there can be thousands of
               individual commodities.

Class          Class description is a more specific search than group, however it many cases, it
Description    will not narrow your search at all, as some groups have only one class.

Commodity      Description for individual commodities without going into details about
Title          specifications, part numbers, and so on.

Commodity      A brief, simple description of the commodity, as the commodity title is sometimes
Description    either not descriptive, or uses non-intuitive jargon.

Identifier     Detailed information about the commodities. Frequently contains specifications,
Description    part numbers, measurements, and so on.

Group #        The entire commodity code is ten digits long: the first two digits are the group
               number. Each two-digit group number is uniquely associated with a certain
               group.

Class #        The third and fourth digits in the commodity code are the class number.

Commodity #    The fifth, sixth, and seven digits in the commodity code are the commodity
               number.

Identifier #   The last three digits in the commodity code are the identifier number.

Buyer Code     Enter the single character buyer code (A-Z, 0-9, and some symbols) to find
               commodities associated with a particular buyer.
Entering and Updating Commodities
Note: the actual Editing and Updating of commodities is limited to the
commodity coder and certain other administrative users. This section of
the commodity module documentation will only cover the search function
of the Editing/Updating Commodities. While the search function may be
the best way to find an individual commodity, it isn't the best tool for
browsing through related commodities. The search screen available
through the Entering and Updating Commodities option offers a browsing
capability that users may find helpful.
To access this search screen, from the menu bar, choose Data Entry,
then Commodities, then Enter/Update Commodities.




The following blank search page will pop up.




In order to proceed further, it is helpful to know the two-digit group
number. If you click on the Advanced Search button, you will be sent to
the same search window that is described above in the "Searching for
Commodities" section.
Enter the commodity code (at least two and no more than ten digits) and
hit enter. If you have entered a valid commodity code, the screen should
populate with commodity information, as in the screen shot below.




By double-clicking on one particular class or commodity, the search will
narrow--there will be fewer identifiers in the bottom window. By double-
clicking on the group number, the search will widen again.

								
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