Back to SchoolStrategic Sourcing and ContractsRobin Hoffpauir, Expediter, 858.522.5805Liz Gabbard, Contract Specialist, 858.522.5822 John Groll, Contract Specialist, 858.522.5821Kathleen Herman, Buyer, 858.522.5824Wanda Fransaw Taylor, Contracts Administration Supervisor, 858.522.5820 August 30-31, 2011
Housekeeping Have you moved to a new location? Always remember to update your location and phone number in PeopleSoft!! Human Resources Self Service DWA Security Request
Commodities/Responsibility Draft August 2011
Commodities/Responsibility Draft August 2011
eProcurement Special Request Do’s and Don’t’s Never enter information in these 3 fields • Always Enter the Site name and site contact and phone number. • Never enter a Part Number in this field.
eProcurement Special Request Overview of Screen • Item Description (250 Characters): Always type as much detail as you can about the item you’re ordering. Always begin with the noun for the item: • Type the noun for the item (Examples: Chair or Book or Lamp or ICA or Term) • Then type the item’s Make (Examples: Acme or Safcoor IBM) • Then type the item’s Model (Examples: ISBN or Part Number or A2B3C4 or Deluxe, etc..) • Then type the item’s Color, Size, etc. (Examples: Gray 24” aluminum base) • Price: PRICE (UNIT or EA) without shipping or tax. • Quantity: Numeral indicating how many you want for each Unit Of Measure (UOM). • Category: Service, Good or Asset. IT IS CRUCIAL that this is correct! • Unit of Measure: Abbreviation indicating how the item comes packaged. • Example UOMs: EA (each) or SET (set) or GL (gallons) • Due Date: Depends on what you’re ordering. • For Goods: Type in the current (todays) date. • For Services: Type in the date service is to be completed by. • Vendor: Name of business or person you are buying that item from. • Additional Information: First always type your own name, phone, and site location. Include any additional details about the item you’re ordering that you could not fit into the description. • Attach back up file such as quotes, registration forms, contracts, lot lists etc… • See Job Aid Handout!!!!!!
eProcurement Special RequestGoods You’ll know you’re ordering Goods items if the following is true: · The item is physical...that is, you can touch it with your hand; it’s not a service. · The single item is worth less than $500 per unit. · The item is not related in any way to an order for an Asset item on the same requisition.
Notice...all capital letters are required for Asset Items! eProcurement Special RequestAsset Item You’ll know you’re ordering an Asset item if the following is true: · The item is worth $500 or more per unit. · The item is a Good (a physical item, not a service). · The item is non-consumable (it can’t be eaten or used up). · The item is cheaper to repair than to replace. · The item, while not an Asset by itself, is related to an obvious Asset item* *For example, if you order a $650 bookcase and it costs $75 to ship it, then the $75 shipping fee is considered part of the Asset item and should be entered as such on the requisition. (Shipping fees must be entered as separate line items).
Direct Connect Vendors Ordering Tips VENDORACCOUNT Direct Connect Abilitations 4301 Direct Connect BSN Sports 4301 Direct Connect ETA/Cuisenaire 4301 Direct Connect Fisher 4301 Direct Connect Frey 4301 Direct Connect Grainger 4315 Direct Connect Graybar 4315 Direct Connect HD Supply 4315 Direct Connect IS Group 4301 Direct Connect Lakeshore Learn 4301 Direct Connect Office Depot 4301 Direct Connect Sax Arts/Crafts 4301 Direct Connect SchoolSpecialty 4301 Direct Connect Sportime 4301 Direct Connect Waxie 4302 Take a close look at the vendors listed, some items are carried by more than one vendor Direct Connect orders must be made on a separate eProcurement requisition order form, by themselves. NEVER MIX Direct Connect orders with any other order…no inventory or stock items, and no other Special Request order items. Note: IS Group is the new Office Supply Direct Connect Vendor
eProcurement Special RequestServices (e.g. ICAs, Web Subscriptions, Hotel Reservations) You’ll know you’re ordering a Service item if the following is true: · The item is non-tangible; that is, you can’t actually touch it with your hand. · The item is a task or series of tasks being performed by a non-district employee, such as an outside contractor. An example would be if you were hiring a consultant to teach juggling on site, using an ICA · The item is not related in any way to an order for an Asset item on the same requisition. Example of Wording in Additional Information field: <<ICA Agreement for consultant (s) instructing staff and students in six (6) kindergarten classes at Freese Elementary with a theater-literacy project from 5/15/11 – 5/29/11, at a cost of $50.00 per hour for a maximum of $2000.00 Please contact Jane Groll at 555-1212 for clarification or questions.>>
eProcurementOrdering by PeopleSoft Item Number 1. Make sure you’re on the Catalog tab.!! 3. If ID is not known, enter Description (one word noun) and hit search!! 2. Enter Item ID if known and hit search!! An example of this is warehouse stock such as copy paper and district forms.
eProcurementShipping Tips • GOAL: Delivery to warehouse!! • Warehouse delivery ensures audit trail, receipt of goods and prompt vendor payment. Ship to: Always use 5983A, Unless: ICAs, Computer, Stock item, Direct Connect, Services, and Subscriptions
Confirming Orders • A confirming order happens when there is a District purchase for goods or services that is placed without the issuance of an approved requisition and purchase order. The requisition is then issued after the purchase, and the purchase order ‘confirms’ the purchase. • Confirming orders are against District policy. • (Administrative Procedure 2415, Section C.4) • If you violate the policy above and you must use the invoice to issue the E-Pro/Requisition. • Start Description with: CONFIRMING ORDER • Issue the E-Pro/Requisition to match the invoice. • Create a line for each item and shipping, include the description on each line. • DO NOT ADD A LINE FOR TAX ON THE E-PRO/REQUISITION. PeopleSoft calculates the tax automatically. • Enter the correct vendor on the E-Pro/Requisition • If the Vendor is new, enter vendor name, address and contact information.
Pay in Advance (Hotels) IMPORTANT!! • All hotels require payment in advance. • Submit these requests 6-8 weeks prior. • Most hotels want the payment to be received 2-4 weeks prior to the arrival date. • The paperwork needs to be submitted in time for a PO and warrant to be issued and mailed to the hotel. • Ensure the following information is provided with the E-Pro/Requisition • A copy of the hotel reservation or confirmation. • Hotel reservation/confirmation must state • Hotel name • Hotel address • Hotel phone and fax • The number of rooms • The room charge • The tax rate that will be charged • Check in and check out dates. • Reason for the trip. • Class or grade level of the students. • Teacher(s) in charge.
Field Trips - Reservations FOR ALL FIELD TRIPS: Vendors require a Purchase Order to hold the reservation and guarantee payment. (Some vendors will require payment in advance) • Most vendors require the PO to be received 2-4 weeks prior to the event date. • Submit these requests 6-8 weeks prior. Use a vendor already exists in the system, (if possible). To start the process: • Process the request on a Special Request e-Pro/Requisition. • When the e-Pro/Requisition is created please attach the reservation/confirmation/invoice form to the e-Pro/Requisition immediately. (See the section for attaching documents in this guide). • e-Pro/Requisition number must be on the faxed paperwork. • A copy of the vendor’s reservation/confirmation/invoice. Documentation musthave the name, address, phone and fax for the vendor. • The reservation needs to state: • Type of event, Date of the event, Time of arrival, Cost per person or group, Name of the school and contact. • Note in the e-Pro/Requisition: • Reason for the trip. • Class or grade level of the students. • Teacher(s) in charge.
Independent Contractor Agreements Completed ICA form Four (4) weeks prior to BOE Meeting PRIOR TO SERVICES BEGINNING (Avoid Ratifications) • Site Completes Independent Consultant Agreement (ICA) Form (NOTE: This process is to be used for service agreements up to $10,000) • Complete all required information on the ICA form including: validePro requisition # (Contact Budget Analyst if budget error occurs). • Ensure consultant /vendor signs ICA Form, with Fed ID No. or SS #. • Provide completed description of service being rendered. • Provide start and end date of service(s). • Provide Unit Price or rate of pay /compensation with the total amount of service for fiscal year. • Provide Budget resource code and description requirements.
Independent Contractor Agreements Follow the Internal Approval Process: • Submit to Site Administrator (Principal or Dept. Head) for signature. • Submit to Cabinet Level Rep (ex. Area Superintendent) for signature. (Vendor, Site Administrator and Cabinet Level Rep signatures are required) ***FAILURE TO PERFORM ALL STEPS ABOVE DELAYS PROCESS*** • Mail completed ICA form via Interoffice School mail with all approved documents attached to: Strategic Sourcing and Contracts ATTN: John Groll SS & C Dept will take the following actions: • Review, approve and/or disapprove all documents submitted. • Verify the ePro/requisition is valid. • Place on Board of Education (BOE) Agenda with recommendation for approval. • Create valid PO following BOE Approval.
Independent Contractor Agreements Follow the Internal Approval Process: • Submit to Site Administrator for review and approval. • Submit to Division/Branch Head signature. (Vendor, Site Administrator and Division/Branch Head signatures are required) ***FAILURE TO PERFORM ALL STEPS ABOVE DELAYS PROCESS*** • InterOffice email ICA with all approved documents attached to: Strategic Sourcing and Contracts ATTN: John Groll SS & C Dept will take the following actions: • Review, approve and/or disapprove all documents submitted. • Verify the ePro/requisition is valid. • Place on Board of Education (BOE) Agenda with recommendation for approval. • Create valid PO following BOE Approval.
Questions and Answers Q & A