State of Connecticut Core-CT. Telecommunications Requisitioning

Transcription

1 State of Connecticut Core-CT Telecommunications Requisitioning 1

2 Agenda Overview TSR Requester Responsibilities Creating Requisitions Core-10 TSRs Favorites Templates Special Requests Copy Requisitions Managing Requisitions Cancel Requisitions Copy Requisitions Edit Requisitions View Approvals View Printable Receiving (Optional) 2

3 TSR Requester Responsible for creating and maintaining Telecommunications requisitions in the eprocurement module of Core-CT. Creates special requests for Telecommunications equipment and services (order by description, fixed cost, variable cost, or Time & Materials). Copies TSR requisitions. Edits TSR requisitions. Defines delivery schedules and Chartfield distribution. Changes defaults on TSR requisitions if necessary. Manages their favorites & templates to use in future TSR requisitions. Adds comments and attachments to TSR requisitions. Creates, updates, and deletes personal item templates. Saves & submits requisitions. May receive Equipment or Services depending on agency requirements. (Receiving in Core-CT is a requirement. The purchase can not be paid without a receipt).. 3

4 eprocurement TSR Service Requisition Process Flow TSR-MACR Requisition Req Amount Approval Req Budget Approval Req Purchasing Approval Budget Check Sourcing Purchase Order 2,500 Push back 10,000 1 Mil. Budget Check Exceptions Sourcing Workbench Over 1 Mil. 4

5 eprocurement Telecom Equipment Requisition Process Flow TSR-EQUIP Requisition Req Amount Approval Req Budget Approval TSR Approval Req Purchasing Approval 2,500 Push back 10,000 1 Mil. Over 1 Mil. Budget Check Sourcing Purchase Order Budget Check Exceptions Sourcing Workbench 5

6 Create Requisition Navigation: eprocurement > Create Requisition 6

7 Define TSR Requisition TSRs can be either for equipment or services. Do not mix the two types on one requisition. Core-10 is a drop down box where Req. Type Values can be chosen. It is defaulted to TSR_EQUIP. 7

8 Define Requisition When creating a requisition follow the One Vendor, One Buyer, One Purchase order Rule. 8

9 CORE-10 Requisition Types The CORE-10 consists of the different req. types for Core-CT s customized workflows. Each value will create specific routing through an Agency s Business Office, DAS Procurement, BEST or BEST-Unified Communication approvals. When creating a requisition the first thing a user should determine is what Core-10 Req. type to choose. Once a user selects a value for the CORE-10 and saves the requisition, the value cannot be changed. If an incorrect value is chosen, the requisition should be cancelled and a new one can be copied from the canceled requisition. A warning message will display asking to confirm that it is the correct value prior to saving the requisition. 9

10 Define Requisition 10

11 Accounting Defaults Chartfields2 and Chartfields3 Tabs 11

12 Accounting Defaults Details and Asset Information Tabs 12

13 Add Items and Services Special Request Use the Special Request tab to add equipment or to add services to the requisition. Do not mix equipment and services on a TSR Requisition. The Special Request tab displays a request type menu to add the particular Special Request to the requisition. Choose from the three options by clicking the links. 13

14 Add Items and Services Special Item Use the Special Item page to add equipment to the requisition by description. The asterisked fields are required fields. Vendor ID is a required field though it does not have an asterisk. Saving the requisition without entering a Vendor ID will send the line to the Sourcing Workbench and will not source it as a PO. Enter the Vendor Item ID, Mfg. ID, Manufacturer, Mfg. Item ID to ensure proper items will be shipped. The more fields entered the better the reporting. 14

15 Special Request: Fixed Cost Service Use the Fixed Cost Service page to request a one time service for a flat fee. Fixed Cost Service Example: A contractor is hired to provide training for an agency. The contractor will complete all necessary training for the price of $15,

16 Special Request: Variable Cost Service Use the Variable Cost Service page to request a service for which the fee is based on the time worked. Variable Cost service Example: A technician is hired to run cable. The technician will complete the service at the rate of $50 per hour. The job is expected to take 4 hours. The Unit of Work is HR, the # of Units of work is 4, the Rate is $50. 16

17 Add Items and Services Favorites 17

18 Add Items and Services Favorites 18

19 Favorites Groups 19

20 Favorites Groups 20

21 Templates Template lines can be added whether or not the requisition has been saved. 21

22 Add Items and Services Templates 22

23 Add Items and Services Templates 23

24 Summary Box 24

25 Review and Submit 25

26 Review and Submit 26

27 Line Details 27

28 Modify Line/Shipping/Accounting 28

29 Modify Line/Shipping/Accounting 29

30 Line Comments 30

31 Line Comments 31

32 Line Comments Attachments are permanently associated with requisitions and once they are sourced the attachments carry over to the POs. Attachments are sent to the vendor when the Send to Vendor box is checked and a PO is dispatched via . Attachments are not included for POs dispatched via Print, Fax, and Electronic Data Exchange (EDX). 32

33 Review and Submit The TSR Requester can select to have comments display on the Requisition Approval page by selecting the Approval Justification checkbox. Approvers can view comments without having to open the requisition. 33

34 Confirmation Page 34

35 Review and Submit View Printable Version 35

36 Creating Requisitions Key Points 3 Step Telecom requisitioning process: Define Requisition Add Items and Services Review and Submit You can add more than one item to Favorites at the same time. You can group favorites. Comments can be routed to the vendor with the PO, display on the receipt, or display on the voucher. Attachments can be added. The Confirmation page provides summarized information and lets you know the req has been saved successfully. You can save requisition lines as templates to create new requisitions. 36

37 Managing Requisitions Navigation: eprocurement> Manage Requisitions 37

38 Managing Requisitions 38

39 Managing Requisitions Cancel Requisitions 39

40 Managing Requisitions Copy Requisitions Choose Copy Requisition to create a new requisition with all the same attributes as the existing req. The accounting, req. lines & contract information will all default on the new req. For Multi-Requesters the Requisition Type (CORE-10 value) will always default to REQ therefore a user must update that field if necessary. For TSR Requesters is will default to TSR-EQUIP. 40

41 Managing Requisitions 41

42 Managing Requisitions 42

43 Manage Requisitions Key Points 43

44 Ad Hoc Approvers 44

45 Approving Requisitions Multiple Approvers 45

46 Requisition Status & Notifications Key Points TSR Requesters can view the lifeline and statuses of a requisition by expanding the line on the Manage Requisition page. The Hold button returns the requisition to the Requester s worklist with comments. messages are automatically sent when a Requisition is denied, pushed back, ad hocked, or put on hold. 46