Office of Internal Operations Finance & Procurement Board Users Group Training May 1, 2014

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1 Office of Internal Operations Finance & Procurement Board Users Group Training May 1,

2 Kimber Craig 2

3 Topics Procurement New Procurement Specialist Lakeshia Tew Using the P-Card & Procurement Code Compliance SRM Upgrade Current Issues/Status Statewide PO Policy Updates Direct Payments Year End Processing PO Close Out Finance Next steps on centralization of Accounts Payable ZMRBR How does it work? Updates to Policies and Procedures Tax Levies 3

4 The P-Card & Procurement Code Compliance The P-Card is considered a method of payment and is not a method of procurement. The purpose is to better manage small purchases in an efficient and cost effective manner. The South Carolina Consolidated Procurement Code must be followed for ALL purchases, even those paid with the P-Card. Spending is limited based on the Single Transaction Limit (STL). The typical STL is $250. Currently, no STL at the Board exceeds $2500. Based on current STL s, all p-card purchases must fall into one of the following categories defined by the Procurement Code: Contract Purchase (using a pre-existing statewide or agency contract) or Fair & Reasonable (under $2500 and price is deemed fair & reasonable ) 4

5 The P-Card & Procurement Code Compliance Statewide/Agency Contracts are mandatory unless specifically exempted in the contract documents regardless of payment method (P-Card, PO, Direct Pay) Competition has already been completed No quotes are required. Some existing contracts that may be useful: Office Supplies/Paper (once the new contract is established) Toner MRO Supplies Fastenal, Grainger, MSC Industrial (includes Industrial Supplies/Equipment & Janitorial Supplies/Equipment) non-mandatory Walk-in Building & Home Improvement Supplies Lowe s nonmandatory Business Cards Audio Visual Equipment 5

6 The P-Card & Procurement Code Compliance When ordering against a contract using the P-Card, enter the contract number in Works when entering account assignment information. If this field is not completed, the purchase will be considered Fair & Reasonable. 6

7 SRM Upgrade Current Issues/Status Internet Explorer Issues difficulties attaching documents Compatible through IE10 SCEIS will be testing for IE11 Target Resolution: August 2014 Shopping Cart Notification Issues Non-Approvers receiving notifications; approvers not receiving notifications Analysis of problem is underway SCEIS is correcting issues as they are identified Purchase Order Form Print Text printing incorrectly; not maintaining spacing Several improvements have already been made (latest 4/18/14) Improvements to the form will continue to be made 7

8 SRM Upgrade Current Issues/Status Internet Explorer Vulnerability You may have received an SC-ISAC notification from the Division of Technology (DTO) Help Desk or received news regarding a vulnerability in Internet Explorer. As you know, Internet Explorer is the SAP supported web browser for SCEIS. SCEIS and DTO would like to provide the following recommendations to SCEIS agencies on how to most securely work in the system. 1. Upgrade to the latest SCEIS-tested version of Internet Explorer, which is version Turn on Enhanced Protection Mode for Internet Explorer. 3. Make sure that Adobe Flash has been patched to the latest version. 4. One of the common ways to exploit the Internet Explorer vulnerability is to send users with links to malicious websites. Avoid clicking on links sent via even if you think that they might be legitimate. 8

9 SRM Upgrade Shopping Cart Status Status Saved, Deleted, Awaiting Approval, Approved Item Status Awaiting Approval, In Purchaser s Worklist, Follow-on Document Created 9

10 SRM Upgrade Shopping Cart Status 10

11 SRM Upgrade Shopping Cart Status Approval Process Overview Tab Shows list of all required approvers Shows date the cart was approved 11

12 SRM Upgrade Shopping Cart Status Related Documents Tab Shows list of all follow-on documents PO, Goods Receipt, Invoice 12

13 Statewide PO Policy Updates Data collected from Purchase Orders will be used to develop a Strategic Sourcing Plan for South Carolina. Allowable Direct Payments Exemptions from the Procurement Code Interagency Agreements (IDT) Professional Dues/Memberships Conferences/Training Registration Fees Utilities regulated by Public Service Commission (PSC) IRF Trust Fund Expenses Small payments <$250 (Small payments related to state or agency contracts MUST have the contract number entered in the line item text. The ten digit contract number must be the leading text in the line item text field (not header text). State Fleet Management Commercial Vehicle Repair Program (CVRP) 13

14 Procurement Year-end Purchase Orders issued prior to November 28,2013 can not be carried forward into the new fiscal year Internal Operations-Procurement is identifying open purchase orders which may need to be recreated Internal Operations-Procurement will recreate these PO s an additional shopping cart will not be necessary Any purchase orders that are not needed must be closed out 14

15 Denise Carraway 15

16 Centralization of Accounts Payable (AP) Why? To decrease the administrative work load on programs allowing programs to concentrate on the services they provide. 11

17 Centralization of AP Steps-taken so far and in process: Updated Purchase Order invoice to address Notify vendors of invoice to address Provide a central point of contact Continue centralization of the accounts payable function by bringing in smaller offices 17

18 ZMRBR What is it? A report that compares the Purchase Order, Goods Receipt (if applicable) and Invoice for Quantity and Amount. Enables invoices to be processed and held in the system electronically pending a 3-way or 2-way electronic match Withholds payment from the vendor for goods not received Prevents overpayment of purchases authorized through a Purchase Order 18

19 ZMRBR How does it work? Compares PO, GR and Invoice quantity for tolerances Compares PO and Invoice for dollar tolerances Stops electronic transfer of invoice document to the CG for payment until errors are corrected 19

20 ZMRBR The report updates 4 times per day The report is reviewed in OIO daily Notices are sent to offices weekly for items held on the report Management is provided a weekly summary for review Items are automatically released and cannot be manually released 20

21 Policies and Procedures The Office of Internal Operations is in the process of updating the Budget and Finance Policies and Procedures. 21

22 Tax Levies Blocks are placed against the remittance by FEIN and vendor through the Office of the Comptroller General Funds are captured and remitted to the appropriate tax authority 22

23 Next meetings & Questions Year-end Procurement training Year-end Finance training Questions 23

24 These slides were added after the presentation to provide users with information regarding the BEX 3.5 to 7.3 changes and training dates. 24

25 SCEIS will discontinue BEX 3.5 on September 1 st. In order to assist agencies in preparing for this transition to BEX 7.3, SCEIS is providing Ready Room Sessions. The Ready Room is located at 1628 Browning Road, Room 202. For more information, right click and select Open Hyperlink to view the link below: and_ready_room_registration.pdf 25