Super User Update Strategic Sourcing and Contracts July 21, 2010 - - PowerPoint PPT Presentation

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Super User Update Strategic Sourcing and Contracts July 21, 2010 - - PowerPoint PPT Presentation

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Team Georgia Marketplace Super User Update Strategic Sourcing and Contracts July 21, 2010 TM Agenda Overview of Super User Role and Responsibilities Common Issues in Team Georgia Marketplace Updates and Problem Solving

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Super User Update

July 21, 2010

Team Georgia Marketplace™

Strategic Sourcing and Contracts

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  • Overview of Super User Role and

Responsibilities

  • Common Issues in Team Georgia Marketplace
  • Updates and Problem Solving

– Strategic Sourcing

  • Creating an Event
  • Maintaining an Event
  • Analyzing an Event

– Contracts: “How do I…”

Agenda

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3

Overview

  • One Year +

– Team Georgia Marketplace™ is celebrating the completion of one year

  • f post pilot deployment waves which includes 12 agencies,

approximately 3200 users, and nearly $1.4 billion captured in addressable state spend. Great job everyone!

  • Super User Program

– Super Users were trained before other users, along with agency trainers, to learn module details and to have the time to prepare for Go Live as the first line of support. Their support has been referred to as Level 0. – DOAS would like to enhance the super user program to maximize its benefits to the agencies. Our goal is to assist your agency create and sustain a vibrant super user/Level 0 program that meets the needs of your users.

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Agency Super Users

  • Provide rapid access for agency users to Super

User expertise

  • Assist users to avoid problems before they
  • ccur
  • Monitor and communicate issues and

solutions to all users

  • Train new users on agency business processes

Benefits from Super User Program

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  • Provide support to agency users in his or her

field of expertise.

  • Answer agency user questions and solve

problems when possible.

  • Be the conduit between the agency and the

Help Desk.

  • Share solutions with agency users.

Roles and Responsibilities

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  • Knowledge of Agency Business Processes
  • Strong experience in the business processes

they are going to support

  • Ability to use Team Georgia MarketplaceTM
  • Ability to help users with processes and

problem solutions

  • Interest in helping others to succeed
  • Time available to coach other users

Attributes of Super Users

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  • Ad hoc classes in all modules
  • Updates and webinars specific to Super Users
  • Emails with communication on important

information for their modules

  • Monthly report on agency issues
  • Please send other suggestions to Licia Duryea:

lduryea@sao.ga.gov

Support for Super Users

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  • Our User Group meets

– the third Tuesday of the month – 2:00 – 4:00 PM – Room 1816A

  • If you would like an invitation to the User Group,

please contact Licia Duryea: lduryea@sao.ga.gov

User Group Meetings

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–State Purchasing Division

Title: Business Analyst Education: B.S. Computer

Information Systems Contact: carissa.cox@doas.ga.gov 404-463-4037 Carissa Cox

Your Presenter

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How do I define the Event Summary?

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What Posts to the GPR?

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  • RFI - Request for Information

– The purpose of the RFI is to collect information about the capabilities of various bidders/suppliers to allow you to pre-qualify your bidders/suppliers. – RFI Responses can be scored. – Completed RFIs are Reviewed instead of Awarded When do I use an RFI Event?

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What are the Event Settings and Options?

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What do I define on the Payment Terms and Contact I nformation page?

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  • Bid Quantity Rule

– Allow Extra Quantity to be Bid: Select to allow bidders to place bids for quantities beyond the requested event quantity up to the maximum bid quantity. – Bid Up to Maximum Quantity: Select to allow bidders to place bids up to a maximum quantity for the line.

Strategic Sourcing Definitions

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  • Bid Quantity Rule (continued)

– Quantity Not Applicable: Bidders must enter a bid price, but not a bid quantity. This option is used when the award is based on dollars. – Requested Quantity Required: Select to indicate that bidders must place bids for the requested quantity only.

Strategic Sourcing Definitions

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Where do I define the Bid Quantity Rule?

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How do I I nvite Bidders/ Supplier to an event for a related NI GP Code?

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– Determining what bid factor to use – Understanding Ideal Response Required What are Event Bid Factors?

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  • Event Bid Factors

– Include on Contract (Do not use at this time) What are Event Bid Factors?

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  • Line Bid Factors

– Default is always “What is your Bid Price” – Do not remove this bid factor, but you can add additional bid factors if required at the line level. What are Line Bid Factors?

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How do I define comments and add attachments?

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Strategic Sourcing Demo

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How do I use the Event Workbench?

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Event History Bid History New Version Analyze Bids Cancel Event

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How do I cancel an Award made to a Purchase Order?

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What happens when a Purchase Order from a Sourcing Event award is canceled?

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How do I cancel an award made to a General Contract?

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I awarded my event. Why is the Event Status still showing Pending Award?

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How do I define the Award Details to the Bidders?

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– The system will error and awarding may take longer than normal. – Technical Support will need to update the associated Supplier’s profile – The bidder will need to register as a supplier What happens if your bidder becomes a supplier prior to the awarding of the event?

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  • What happens when my Event starts with a

requisition?

What’s required on the Distribution Default page?

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Copying transactions into an Event

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Completing the Award Process

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–State Purchasing Division

Your Presenter

Title:

Functional Consultant

Team Georgia Marketplace

Kyle Morton

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  • Validating agency contracts are set up

correctly – Assign your business unit

How do I assign a business unit to a contract?

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  • Validating agency contracts are set up

correctly – Enter PO Defaults page What fields do I complete on the PO defaults?

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How do I run a query to find contracts not linked to a Business Unit?

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  • Run query: 0SC005_AC_NO_BUS_UNIT
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How do I enter an agency contract?

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How do I find out what contracts are not set up correctly?

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  • Run query: 0SC006_AC_SETUP_WRONG
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  • Using agreement codes on contracts

How do I set an agreement code?

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How do I set an agreement code?

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How do I set workflow notifications?

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How do I enter compliance comments?

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How do I verify the steps?

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How do I view all agreement codes and status?

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– Run query 0SC007_AGREEMENT_STATUS

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How do I make my contract viewable to other Contract Administrators?

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How do I import contract documents?

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How do I import contract documents?

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How do I import contract documents?

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How do I import contract documents?

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  • Run query:

0SC008_CNTRCT_NO_DOC_NOR_EXECT How do I find a contract where there is no document?

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How do I link POs to contracts?

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  • Run query:0SC009_PO_NO_CONTRACT

How do I locate AC and SWC PO’s not linked to contracts?

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If you have more questions after this presentation, please contact DOAS Help Desk 404-657-6000 Questions?

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