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State of Connecticut Core-CT Project Request and Evaluate Quotes 4 hrs

2. Getting Started. Welcome to the Request and Evaluate Quotes course!Instructor introductionParticipant introductionTraining facility orientationGround rulesTo participate in this course, you should have already completed the following training:PeopleSoft Navigation TutorialPurchasing Overvi

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State of Connecticut Core-CT Project Request and Evaluate Quotes 4 hrs

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    2. 2 Getting Started Welcome to the Request and Evaluate Quotes course! Instructor introduction Participant introduction Training facility orientation Ground rules To participate in this course, you should have already completed the following training: PeopleSoft Navigation Tutorial Purchasing Overview course

    3. 3 Objectives In this training, you will learn to: Apply the new Purchasing processes that you learned about in the Overview course. We will specifically focus on the following processes: Defining RFQ Vendors Creating & Dispatching RFQs Entering Vendor Responses Analyzing and Awarding RFQs Use Core-CT as a tool in supporting the processes Utilize Core-CT functionality to maximize your efficiency

    4. 4 Agenda

    5. 5 Training Tools In this training session, we will use tools created specifically for this course. Presentation We will use a PowerPoint presentation to guide us through our discussion of processes and key points related to using Core-CT to support those processes Exercises We have developed exercises that will enable you to practice the skills you will learn in each module Training Database The functionality in our database mirrors the Core-CT production environment closely, though some changes will likely be made prior to go-live Significant changes made after training will be communicated to you Data has been loaded into the system to help you learn how to use the system, not to reflect a specific agencys transactions You can make mistakes and experiment without consequence

    6. 6 Training Tools We will also use a web-based help system during the class. This tool will be available to you after go-live. Web Learning Assistant Web-based tool that provides help and detailed information for specific Core-CT job functions Contains: concepts, procedures, flows, job aids, and a glossary The WLA is your primary reference tool once Core-CT goes live

    7. 7 Training Tools Job Aids are available to reinforce the information introduced in this course. Job Aids summarize key information and outline critical processes in Core-CT. General Job Aids Module Specific Job Aids Reporting Job Aids

    8. 8 Core-CT Navigation Review of Core-CT Navigation. Together we will practice the skills you learned in the Navigation Tutorial. Universal Navigation Header Activity: Log in and use the Universal Navigation Header to sign off Core-CT Left-Hand Navigation Menu Activity: Use the Left-Hand Navigation Menu to step through the various levels of the directory structure Page Tabs Activity: Use page tabs to move between pages within a component Links Activity: Use links to access and return from pages within a component

    9. 9 Agenda

    10. 10 Overview The Request and Evaluate Quote course will introduce the business process through which your agency will enter request for quotes (RFQs). In this section we are describing RFQ Vendors, which consists of: Defining the Vendor Quote Group (Optional) Preparing a list of vendors before you start the RFQ

    11. 11 Process Flow

    12. 12 Key Points Defining (creating) a Vendor Quote Group is an optional step. It can be done ahead of time, after you create an RFQ, or not at all. When sending an RFQ, you do not have to use all the vendors in your Vendor Quote Group. You can use vendors that are not contained in the Core-CT vendor file, however, upon award all vendors that have been awarded the quote must be in approved status in the Core-CT vendor file. If using a Vendor Quote Group, additional vendors can be added while creating the RFQ; however, these additions will not be automatically added to the original Vendor Quote Group.

    13. 13 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Create a Vendor Quote Group WLA Path: Purchasing, Managing Requests for Quotes, Data Entry Procedures, Define Vendor Group Quote On your own, complete exercise # 2 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

    14. 14 Agenda

    15. 15 Overview The Request and Evaluate Quotes course will introduce the business process through which your agency will enter requests for quotes (RFQs) and then dispatch them to the vendor. This section will demonstrate how to create an RFQ and dispatch it to the vendors. An RFQ can be created by: Entering it directly online Copying an existing RFQ Copying an existing Requisition Dispatch methods include: Fax Print E-mail Phone

    16. 16 Process Flow

    17. 17 Key Points RFQs will be created for items that are not on contract and over the $2,500 threshold set by DAS/DOIT. An RFQ must be approved before it can be dispatched and responses entered. RFQs in excess of $10,000 and up to $50,000 must be posted on the DAS website using the bidder notification system.

    18. 18 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Create & Dispatch an RFQ WLA Path: Purchasing, Managing Requests for Quotes, Data Entry Procedures, Add RFQs On your own, complete exercise # 4 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

    19. 19 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Create an RFQ from an Existing RFQ WLA Path: Purchasing, Managing Requests for Quotes, Data Entry Procedures, Copying An Existing RFQ On your own, complete exercise # 6 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

    20. 20 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Create an RFQ from an Existing Requisition WLA Path: Purchasing, Managing Requests for Quotes, Data Entry Procedures, Copying An Existing Requisition On your own, complete exercise # 8 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

    21. 21 Agenda

    22. 22 Overview The Request and Evaluate Quotes course will introduce the business process through which your agency will process vendor responses. This section will demonstrate how to enter the following: Response Header Information Line Information Comments

    23. 23 Process Flow

    24. 24 Key Points Once an RFQ has been awarded, certain fields will no longer be available for entry. When entering vendor responses, remember that a response needs to be entered for each line item or item group included if the vendor is responding to the entire RFQ.

    25. 25 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Enter Vendor Responses WLA Path: Purchasing, Managing Requests for Quotes, Data Entry Procedures, Enter RFQ Responses On your own, complete exercise # 10 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

    26. 26 Agenda

    27. 27 Overview The Request and Evaluate Quotes course will introduce the business process through which your agency will analyze vendor responses and award RFQs. This section will demonstrate how to enter the analysis and award the quote. In general, the following will determine the route that the RFQ takes: If the bid is for a one time order and for a single agency, the RFQ will most likely become a purchase order If the bid is for a multiple time order and cross agency, the RFQ will most likely become a contract. These contracts could be made available to a group of state agencies, as well as political subdivisions

    28. 28 Process Flow

    29. 29 Key Points Analysis of vendor responses is necessary before you can award the RFQ. You cannot award a quantity larger than the original requested quantity. If you have multiple eligible vendors, you can split the order quantities between them. You can create a purchase order or contract from an RFQ after the line items have been awarded to the vendor(s).

    30. 30 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Analyze Vendor Responses, Award an RFQ & Create a PO from an RFQ WLA Path: Purchasing, Managing Requests for Quotes, Data Entry Procedures, Enter RFQ Analysis On your own, complete exercise # 12 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

    31. 31 Conclusion Wrapping Up Request and Evaluate Quotes: Summary of Completed Course Objectives Defining RFQ Vendors Creating & Dispatching RFQs Entering Vendor Responses Analyzing and Awarding RFQs Final Questions

    32. 32 Sandbox Goals/ Action Plan/Adjourn After this class, Agency users can: Use the Sandbox environment as a database that has been set up to utilize for practice on Core-CT to keep reinforcing what you have learned today. Use all of the exercises completed here in class as job aids in the Sandbox environment when you return to your agencies. Fill out the Action Plan sheet so the participants can plan when they will be utilizing the Sandbox and can make the commitment to do so. Complete the course evaluation forms. Wrap up and Adjourn the class. www.core-ct.state.ct.us/user/practice/Default.htm

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