Core-CT Procurement Contracts Training - PowerPoint PPT Presentation

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Core-CT Procurement Contracts Training

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Title: Core-CT Procurement Contracts Training


1
Core-CTProcurement Contracts Training
  • Sponsored by
  • Office of Policy and Management

2
Getting Started
  • Welcome to Procurement Contracts Training
  • Instructor introduction
  • Participant introduction
  • Training Facility Orientation
  • Ground rules
  • Parking Lot

3
Objectives
  • Agenda
  • Overview
  • Procurement Contracts
  • Contracts Process Flow
  • Contract Types
  • Contracts in Core-CT
  • Creating Contracts
  • Approving Contracts

4
Objectives
  • Agenda
  • Copy a Contract from an Existing Contract
  • Copying Existing Contract to a PO
  • Entering PO Change Orders
  • Maintain Contracts
  • Month End Responsibilities
  • Contract Reporting

5
Procurement Contracts
  • C.G.S. Sec. 4-212,4-213, 4-214, 4-215, 4-216,
    4-217, 4-218, 4-219. Personal Service Agreements
  • OPM Website PSA Standards and POS Cost
    Standardshttp//www.opm.state.ct.us/finance/pos_s
    tandards/coststandards.htmhttp//www.opm.state.c
    t.us/finance/psa/standards.htm

6
Procurement Contracts Process Flow
Procurement Contract
Contract Amendment
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
7
Procurement Contracts Contract Types
  • BU Award - Business Unit award is a contract that
    an agency establishes based on GL-71 or delegated
    statutory purchasing authorities. DAS/DOIT
    procurement could use this value if they are
    establishing a contract for a single agency to
    use (they would need to restrict the business
    unit to the agency that the contract was
    developed for on the PO defaults page).
  • Construction - a contract established by DOT,
    DPW, or any agency that has a construction
    contract.
  • Grant is a Grant Award that is either budgeted
    or federally funded between the state and another
    entity. Such as another state agency,
    municipality or for profit business.
  • Loan - used by ECD for the purpose of tracking
    their loan related contracts.
  • MOU - used when an agency creates a contract
    previously known as a Memorandum of Understanding
    or Memorandum of Agreement.

8
Procurement Contracts Contract Types
  • POC Competitive - used by the social service
    agencies for their Purchase of Services contracts
    that were competitively bid. Once selected, an
    OPM Reporting link will become active for use in
    entering additional required contract
    information. OPM reporting requirements have
    been modified to require users to enter all the
    lines for the services provided for this contract
    type.
  • PON Noncompetitive - used by the social service
    agencies for their Purchase of Services contracts
    that were not competitively bid. Once selected,
    an OPM Reporting link will become active for use
    in entering additional required contract
    information. OPM reporting requirements have
    been modified to require users to enter all the
    lines for the services provided for this contract
    type.

9
Procurement Contracts Contract Types
  • PSC Competitive - used by any agency when
    Personal Service Agreement contracts that were
    competitively bid. Once selected, an OPM
    Reporting link will become active for use in
    entering additional required contract
    information. OPM reporting requirements have
    been modified to require users to enter all the
    lines for the services provided for this contract
    type.
  • PSN Noncompetitive - used by any agency when
    Personal Service Agreement contracts that were
    not competitively bid. Once selected, an OPM
    Reporting link will become active for use in
    entering additional required contract
    information. OPM reporting requirements have
    been modified to require users to enter all the
    lines for the services provided for this contract
    type.

10
Procurement Contracts Contract Types
  • Rights of Way - used by the DOT for their right
    of way contracts.
  • Rental Lease - used for Building Leasing or Real
    Property contracts.
  • Statewide Award - used by DAS and DOIT when
    creating a contract that all agencies can use.
  • MA (Master Agreement) - used to contract for
    goods or services resulting from an RFP (Request
    for Proposal)
  • GL General Letter (GL71a, b, c, d, e , f, g)

11
Contract Status
  • Open Add or update Contract Information.
  • Approved Contract is available to copy to a PO.
  • Canceled Do not use.
  • Closed Contract has expired.
  • On-Hold Contract is on hold from further
    processing.

12
Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
13
Procurement Contracts
Purchasing gt Procurement Contracts gt Add/Update
Contracts
Contract ID numbering schema
07DCF5555AA
14
Procurement Contracts General Contract
Contract Types BU Award Constr. GL Grant Loan MA
MOU POC Comp PON Noncomp PSC Comp PSN
Noncomp Rght of Wa Rntl Lease Statewide
15
Procurement Contracts - General Contract
Voucher Contract Options
16
Entering Contract Retainage
17
Procurement Contracts Purchase Order
Purchasing gt Procurement Contracts gt Add/Update
Contracts
Contract ID numbering schema
07DCF5555AA
18
Procurement Contracts Purchase Order
Contract Types BU Award Constr. GL Grant Loan MA
MOU POC Comp PON Noncomp PSC Comp PSN
Noncomp Rght of Wa Rntl Lease Statewide
19
Procurement Contracts Purchase Order
20
Procurement Contracts Purchase Order
21
Procurement Contracts OPM Reporting
OPM Approval No. Approval Year 2007- log No. 123
Or Not Reqd
  • PSA and POS Contracts that are
  • Non-competitive 20,000 or more or greater than
    one year in length
  • Competitive 50,000 or more or greater than one
    year in length
  • Require approval or approval for a waiver from
    OPM.

22
Procurement Contracts OPM Reporting
CGS 13B-20B Consultant Services DOT CGS
4A-50 Contractual Services DAS CGS
4B-55 Consultant Services, Construction DPW
Not Applicable when the Statutory Reference
is not one of selections listed above.
23
Procurement Contracts Purchase Order
Line Details
24
Procurement Contracts Line Details
25
Procurement Contracts Line Details
Price can be changed on order
26
Procurement Contracts - Distributions
Distributions
27
Procurement Contracts - Distributions
28
Procurement Contracts Purchase Order
29
Procurement Contracts Key Points
  • A standard description is required.
  • Make sure you select Price Can Be Changed on
    Order on the Contract page and the Line
    Details page.
  • Unselect the Corporate Contract in the Contract
    Options section.
  • Only use Lock Chartfield if you do not want the
    chartfields changed in PO.
  • Process Options used are General Contract and
    Purchase Order.

30
Procurement Contracts Key Points
  • All state contracts are required to be entered in
    Core-CT.
  • Make sure you select the appropriate contract
    type when creating a contract.
  • One Contract One Purchase Order.
  • OPM Reporting link has to be completed correctly
    in order for OPM to report PSA and POS contracts
    to the Legislature.

31
Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
32
Approving Procurement Contracts
Purchasing gt Procurement Contracts gt Add/Update
Contracts
7
Approval Steps
  1. Review the Contracts page.
  2. Review the PO Defaults link.
  3. OPM Reporting Link
  4. Review the Lines group box.
  5. Review the Line Details icon.
  6. Review the Distributions
  7. Approve the Contract.

33
Procurement Contracts Process Flow
Dispatch
Budget Check
Copy Contract to a Purchase Order
Receiving
Procurement Contract
Contract Approval
Payables
PO Change Orders
PO Amount Chartfield Approval
Copy an Existing Contract to a Contract
34
Copy a Contract from an Existing Contract
Purchasing gt Procurement Contracts gt Add/Update
Contracts
Use the Contract numbering schema
Select Contract Process Option Purchase Order
or General Contract
35
Copy a Contract from an Existing Contract
36
Copy a Contract from an Existing Contract
37
Copy a Contract from an Existing Contract
38
Copy a Contract from an Existing Contract
39
Copy a Contract from an Existing Contract
40
Copy a Contract from an Existing Contract
OPM Approval No. or Waiver
Contracted Entity
Statutory Reference
41
Copy a Contract from an Existing Contract
42
Copy a Contract from an Existing Contract
43
Copy a Contract from an Existing Contract
44
Copy a Contract from an Existing Contract
45
Copy a Contract from an Existing Contract
46
Copy a Contract from an Existing Contract
47
Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
48
Copying a Contract to a Purchase Order
  • Navigation Purchasing gt Purchase Orders gt
    Add/Update POs

49
Copying a Contract to a Purchase Order
50
Copying a Contract to a Purchase Order
51
Copying a Contract to a Purchase Order
52
Copying a Contract to a Purchase Order
53
Copying a Contract to a Purchase Order
Line Details
54
Copying a Contract to a Purchase Order
55
Copying a Contract to a Purchase Order
Physical Nature Service
Receiving is Optional
56
Copying a Contract to a Purchase Order
57
Copying a Contract to a Purchase Order
Initial
58
Copying a Contract to a Purchase Order
59
Copying a Contract to a Purchase Order
60
Copying a Contract to a Purchase Order
61
Copying a Contract to a Purchase Order
62
Copying a Contract to a Purchase Order
100,000.00
100,000.00
410,000.00
88.39
63
Copying a Contract to a Purchase Order Key
Points
  • Total Obligated amount is the term of the
    Contract.
  • The purchase order is created after the contract
    is approved not when invoiced by the vendor.

64
Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
65
Entering PO Change Orders
Navigation Purchasing gt Purchase Orders gt
Add/Update POs
66
Entering PO Change Orders
Navigation Purchasing gt Purchase Orders gt
Add/Update POs
67
Entering PO Change Orders
68
Entering PO Change Orders
69
Entering PO Change Orders
70
Entering PO Change Orders
71
Entering PO Change Orders PO Balance Report
72
Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
73
Contract Amendments
Purchasing gt Procurement Contracts gt Add/Update
Contracts
74
Contract Amendments
Tracking Substance Abuse
75
Contract Amendments
76
Contract Amendments
77
Contract Amendments
78
Contract Amendments
79
Contract Amendments
80
Contract Amendments
81
Contract Amendments Key Points
  • Contract Amendments are updates to a contract
    add or change contract information.
  • Changes to a contract impact PO. Complete a PO
    Change Order to add or update the PO to reflect
    the changes to the contract.
  • PO Obligation has to be updated to reflect the
    new contract value.

82
Month End Responsibilities
  • Closing Contracts
  • You can not close a contract if there are active
    PO transactions against the contract.
  • Run a PO Balance Report to verify all
    transactions are complete for the PO.
  • Make sure the PO qualifies to close.
  • PO Reconciliation Workbench Closing POs
  • Expired Contracts Report
  • Close all expired contract

83
Reports
EPM Reports
  • CT_CORE_FIN_PO_CONTRACT_ACCTG
  • This report will assist agencies in verifying
    accurate contract data and missing data.
  • CT_CORE_FIN_EXPIRED_CONTRACTS
  • This report will assist agencies in closing
    expired contracts.

84
Practice Exercises
  • Practice Exercises have been created for the
    Purchasing modules.
  • General and Program Buyers, Contract Creators,
    Approvers and Closers can access these exercises,
    please use the location provided below
  • http//www.core-ct.state.ct.us/89-training/
  • Job aids are available at the following location
  • http//www.core-ct.state.ct.us/user/finjobaids/pur
    chasing.htm

85
Conclusion
  • Today we covered
  • Overview
  • Procurement Contracts
  • Contracts Process Flow
  • Contract Types
  • Contracts in Core-CT
  • Creating Contracts
  • Approving Contracts

86
Conclusion
  • Today we covered
  • Copy a Contract from an Existing Contract
  • Copying Existing Contract to a PO
  • Entering PO Change Orders
  • Contract Amendments
  • Month End Responsibilities
  • Contract Reporting

87
Questions
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