Source Requisitions

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State of ConnecticutCore-CT Project Sourcing 4
Hours
Updated 2/25/2003
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Getting Started
Welcome

• Welcome to the Sourcing course!
• Instructor introduction
• Participant introduction
• Training facility orientation
• Ground rules
• To participate in this course, you should have
  completed the following training
• PeopleSoft Navigation Tutorial
• Purchasing Overview course
• Create and Approve Requisitions course

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Objectives
Welcome

• In this training, you will learn to
• Apply the new Purchasing processes that you
  learned about in the Overview courses. We will
  specifically focus on the following processes
• Overview of the Sourcing Process
• Criteria for Sourcing
• Using the Sourcing Workbench
• Building the PO PO Calculations and PO Create
• Correct Sourcing Errors
• Purge Table Process
• Use Core-CT as a tool in supporting the processes
• Utilize Core-CT functionality to maximize your
  efficiency

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Agenda
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Training Tools
Welcome

• In this training session, we use tools created
  specifically for this course.
• Presentation
• We use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT
• Exercises
• We developed exercises that enable you to
  practice the skills you 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 is loaded into the Core-CT training database
  to help you learn how to use Core-CT, not to
  reflect a specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We also use a web-based help system during the
  class. This tool is 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 (Now and
  once Core-CT goes live)
• The WLA will evolve with Core-CT. As
  functionality changes, so will the content in the
  WLA

Lets walk-through the tool together now. WLA
Browse Path Purchasing, Sourcing Analysis and
Error Resolution
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Training Tools
Welcome

• 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

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Core-CT Navigation
Welcome

• Together we will practice the skills you learned
  in the Core-CT 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

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Agenda
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Overview
Introduction to Sourcing

• Sourcing is the process by which Requisitions,
  Contract Releases, and Requests for Quotation are
  turned into purchase orders.
• Why Sourcing?
• PO is the sole encumbering document for the State
  of Connecticut
• Sourcing is the process by which a source request
  document is transformed into a PO
• Source Request Documents
• Requisitions, Contract Releases, and awarded RFQs
• Individual procurement documents that result in
  staged transaction information
• PO Staging Table
• Temporary location for procurement transaction
  information

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Overview - Continued
Introduction to Sourcing

• PO Calculations Batch Process
• Retrieves transaction data from the Staging Table
• Completes PO data through a series of
  calculations
• PO Create Batch Process
• Retrieves PO data processed by PO Calculations
• Creates the background structure of the PO
• Review Sourcing Details
• Validates the success of the Sourcing process
• Corrects Sourcing Errors (as necessary)
• Purge Stage Tables
• Removes processed rows of data from the PO
  Staging area

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Process Flow
Introduction to Sourcing
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Key Points
Introduction to Sourcing

• Sourcing is a largely automated process within
  Core-CT. As a user responsible for the Sourcing
  Process, your primary activities include
• Monitor the success of the Sourcing process
• Correct Errors Encountered during the Sourcing
  Process
• Identify the cause of the error
• Understand what the error means and how to fix
  the error in Core-CT
• Correct base documents or staged transaction
  lines as necessary
• Restage corrected transaction lines (Recycle)
• Follow up with users to eliminate future errors

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Agenda
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Overview
Sourcing Criteria (Requisitions)

• Requisitions are a unique type of source request
  document. The following features distinguish them
  from the other source request documents in the
  Sourcing process
• Most procurement transactions begin as
  requisitions
• The requisition process is well defined and
  includes several required stages (creation,
  approval, budget checking)
• Requisitions must qualify for the sourcing
  process
• Satisfaction of these criteria is mandatory
• Criteria designed to ensure successful
  progression of the requisition through life cycle
• Criteria minimize the potential for sourcing
  errors
• Once the Criteria are met, the AutoSelect process
  moves transaction information to the PO Staging
  Table
• AutoSelect is a Batch process scheduled to run
  four times daily (10am, 12pm, 2pm, and once
  overnight)

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Process Flow
Sourcing Criteria (Requisitions)
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Key Points
Sourcing Criteria (Requisitions)

• Not all requisitions qualify for the Sourcing
  Process. In order to qualify, a requisition must
  satisfy the following requirements
• Requisition Status must be Approved
• Requisition must be successfully budget checked
• Requisition line must not be flagged as a RFQ
• Requisition line must not be flagged as currently
  in the Sourcing process
• Requisition must not be on hold
• Requisition line must be marked as available for
  Sourcing
• Requisition schedule must be in balance
• Requisition distribution line must have an Open
  Amount or Open Quantity greater than zero

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Knowledge Check
Sourcing Criteria (Requisitions)

• Which of the following requisitions qualify for
  the AutoSelect process?
• Requisition 1 is an RFQ currently out to bid
• Requisition 2 has a Budget Status of Valid
• Requisition 3 was put On Hold by the buyer
  within the agency
• Requisition 4 has a distribution line with an
  open amount of zero dollars
• Requisition 5 has a Requisition Status of
  Approved

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Agenda
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Overview
Sourcing Workbench

• The Sourcing Workbench is used to review and
  update sourcing information throughout the
  process. From the Sourcing Workbench, you can
• View and Modify Staged Row Details
• Modify Stage Status, Vendor, and Vendor Location
  (as necessary)
• View Eligible Vendors for Staged Rows
• Modify vendor selection for the future PO
• View Item Requisition Pricing Details
• Price Details, Base/Standard Details, Contract
  Details
• Correct Errors
• Ability to research and correct sourcing errors
  (as necessary)

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Process Flow
Sourcing Workbench
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Key Points
Sourcing Workbench

• The State intends for the Sourcing Workbench to
  be used as the primary tool for researching and
  correcting Sourcing Errors.
• Rows in Error status and the details of the
  error message can be identified in the Sourcing
  Workbench
• Identify the cause of the error
• Understand what each error means and how to
  correct the issue in Core-CT
• Tools available for researching the error
• Staged sourcing data
• Source request documents
• Vendor Details

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Walk-through and Exercise
Sourcing Workbench

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Sourcing Workbench
• WLA Path
• Purchasing, Sourcing Analysis and Error
  Resolution, View Procedures, Viewing the Sourcing
  Workbench
• 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

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Agenda
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Agenda
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Overview
PO Calculations Process

• PO Calculations is the first of two batch
  processes that work to transform source request
  data into valid purchase orders. Consider the
  following
• PO Calculations Batch Process Frequency
• Runs 4 times daily (10am, 12pm, 2pm and once
  overnight)
• PO Calculations interprets and validates source
  request data
• Fills the gaps left in source request documents
• Uses the Basic Sourcing Method
• Does not override suggested vendor from the
  source request document
• After running PO Calculations
• Review and modify results from the Sourcing
  Workbench
• Processed table rows become available for the PO
  Create process
• PO Create process builds purchase orders with the
  data created by PO Calculations

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Process Flow
PO Calculations Process
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Key Points
PO Calculations Process

• The PO Calculations process handles most of the
  processing required to build a PO from source
  request documents. Included in this process are
  the following
• Selects a Vendor using the Basic Sourcing Method
• Populates default information into the PO
• Calculates a Due Date if one was not selected in
  the source document
• Converts quantities to the Vendor Unit of Measure
  (if applicable)
• Rounds specified quantities to whole numbers (if
  necessary)
• Associates the request with the appropriate
  contract information
• Calculates the correct item price for requested
  items
• Calculates other charges (like freight) as
  necessary

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Knowledge Check
PO Calculations Process

• Which of the following activities are completed
  by the PO Calculations process?
• Activity 1 Default information for the PO is
  created
• Activity 2 The PO line numbers, schedule line
  numbers, and distribution line numbers are
  assigned
• Activity 3 Omitted due dates for the schedule
  information are created
• Activity 4 Associates the request with the
  appropriate contract information
• Activity 5 Replaces the requested vendor with
  a preferred vendor

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Agenda
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Overview
PO Create Process

• The PO Create process builds the physical
  purchase orders using the information on the
  Staging Table that has been successfully
  processed by PO Calculations. Consider the
  following
• Only picks up Stage Table rows in Ready to
  Create Status
• Each row must be successfully processed by PO
  Calculations
• The selected vendor is auto-approved by Core-CT
  prior to creation
• Creates the structure of the PO
• Moves data into a PO format
• Assigns a PO ID to the order
• PO Create Batch Process Frequency
• Runs automatically 4 times daily (10am, 12pm, 2pm
  and once overnight)

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Process Flow
PO Create Process
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Key Points
PO Create Process

• The PO Create process builds the physical
  purchase orders in Core-CT. Included in this
  process are the following
• Assigns the appropriate PO ID to each PO
• Creates the structure of the PO
• Assigns PO Line Numbers
• Assigns PO Schedule Numbers
• Assigns PO Distribution Numbers
• Creates Contract Release Information (as
  necessary)
• Result of the PO Create process is a Sourced PO

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Knowledge Check
PO Create Process

• Which of the following activities are completed
  by the PO Create process?
• Activity 1 The PO line numbers, schedule line
  numbers, and distribution line numbers are
  assigned
• Activity 2 Assigns the correct Buyer to the
  order
• Activity 3 Associates the requested items with
  the correct contract
• Activity 4 Assigns the Purchase Order ID to
  the order
• Activity 5 Creates contract release
  information for the order

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Agenda
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Overview
Correcting Sourcing Errors

• As the Purchasing Error Processor, your primary
  sourcing responsibility is to monitor the success
  of scheduled batch processes and to correct
  errors if they arise.
• The Sourcing Workbench is your primary tool for
  researching and correcting Sourcing errors
• Access error messages
• Access to staged data and source request
  documents
• Use WLA to support your research
• Error resolution is not always clean cut
• You must think creatively (Use knowledge and
  think inside Core-CT)
• Identify potential methods for resolving the
  issue
• Make the necessary changes to the staged data or
  source request documents
• Restage the row for sourcing (Recycle)
• Repeat process as necessary

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Process Flow
Correcting Sourcing Errors
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Key Points
Correcting Sourcing Errors

• When researching and correcting sourcing errors,
  there are several activities critical to success
• Understanding the cause of the error
• Think critically about the error and the factors
  within Core-CT that relate to the given error
  message
• WLA contains a list of potential sourcing errors
  and proposed resolution alternatives
• Purchasing, Sourcing Analysis and Error
  Resolution, Data Entry Procedures, Correct
  Sourcing Errors
• Two methods for resolving the error
• Correct staged data
• Access and correct source documents

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Walk-through and Exercise
Correcting Sourcing Errors

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Correcting Sourcing Errors
• WLA Path
• Purchasing, Sourcing Analysis and Error
  Resolution, Data Entry Procedures, Correct
  Sourcing Errors
• On your own, complete exercises 4 and 5 in
  your Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Purge Table Row Process

• Within Core-CT, the Purge Table Row process is
  the final step in the Sourcing process.
• Why do we purge old data from the Staging Table
• Removes old data from the Staging Table
• Manages the volume of information contained on
  the Staging Table
• Improves the usability of the Staging Table
  (fewer rows to review)
• Improves system performance
• Purge Process Batch Frequency
• Runs once daily (overnight)
• Greater Emphasis is placed on each of you for
  timely resolution of Sourcing Errors

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Process Flow
Purge Table Row Process
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Key Points
Purge Table Row Process

• Upon completing the Purge Table Row process, the
  following changes take place
• For Rows in Completed or Recycle and Purge
  Status
• The qualified table rows no longer appear in the
  PO Staging Area
• For Rows in Error status
• If the requisition was AutoSelected, the open
  quantity is reset to the requisition quantity
• The In Process flag is no longer set to Yes
• This allows the requisition line to be corrected
• The Source Status on the requisition line becomes
  Available
• The Release Status on Contracts becomes O
• This allows the row to be released

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Knowledge Check
Purge Table Row Process

• Which of the following rows of transaction
  information in the Sourcing Workbench qualify for
  the Purge Table process?
• Row 1 has a Stage Table Status of Error
• Row 2 has a Stage Table Status of Recycle
• Row 3 has a Stage Table Status of Completed
• Row 4 is marked as In Process
• Row 5 has a Stage Table Status of Warning

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Agenda
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Conclusion

• Wrapping Up the Sourcing Course
• Summary of Completed Course Objectives
• Overview of the Sourcing Process
• Criteria for Sourcing
• Using the Sourcing Workbench
• Building the PO PO Calculations and PO Create
  Process
• Correct Sourcing Errors
• Purge Table Process
• Final Questions

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Sandbox Goals/ Action Plan/Adjourn
Conclusion

• After this class, Central/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.

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