Meeting September 9, 2010
Agenda 1. Materials Updates – Walt Quade, JP Duvall 2. Services Updates – Dennis Fellin, Rich Gaul 3. Vendor Presentation – ARBILL – Donna Brown, Business Development Manager and Marcelo Rodriquez, Manager of Specialty Products 4. e. Marketplace Updates – Sue Plecker 5. Other Procurement Updates – Cheryl Kleeman, Stephanie Fetter 6. Legal – Chuck Anderson 7. Training Updates – Joan Kraft Appendix 2
MRO Contract • 10 total lots (2010) versus 7 (2005) • 4 suppliers currently going through approval • Will remain in SRM/ c. XML as punch-out catalogs; R/3 for MRP users • DB participation ~ 8 %; 0% currently • December 1, 2010 target for new contracts – Current contracts have all been extended for 90 days • • Continued cost cutting (Market Basket & process improvement) and SKU consolidation - $2. 2 M • Inventory management & reduction (including tie-ins to SRM – Grainger) • Continued contract compliance improvements • 3 Continued push for energy efficient (“green”) products On-going quarterly supplier business reviews with agencies Contacts: Lilly Mangan, Commodity Specialist, MRO 717 -346 -3846 or lmangan@state. pa. us JP Duvall, Associate Commodity Manager, MRO 717 -346 -8175 or jeduvall@state. pa. us
MRO Contract continued LOT DESCRIPTION Supplier One a) Electrical b) Electrical Square D Two a) b) c) Lighting (Lamps/Ballasts/Fixtures) 2 a) Sylvania Lighting (Lamps/Ballasts/Fixtures) 2 b) General Electric Lighting (Lamps/Ballasts/Fixtures) 2 c) Phillips Lighting (Lamps/Ballasts/Fixtures) Schaedler/Yesco Distribution Grainger Industrial Supply Wesco Distribution Three General Hardware, Metal working, Test Equipment, & Security Material Handling Grainger Industrial Supply Four Five Safety Arbill Safety Six Hand & Power Tools Grainger Industrial Supply Seven HVAC Grainger Industrial Supply Eight Filters, excluding Automotive & Truck filters Grainger Industrial Supply Nine Pumps & Plumbing Grainger Industrial Supply Ten 4 Schaedler/ Yesco Distribution Grainger Industrial Supply Motors & Power Transmission Grainger Industrial Supply
Electricity Procurement Update • Preparing to begin the bidding process for the electric generation for all non-PPL utilities. • Deregulation will impact balance of PA 01/11 • Budgets will continue to be impacted with cost increases based on experiences with PPL early this year. • The PUC has granted PPL another 1. 6% increase in their transmission rates for all customers effective 01/11 5
Water Alternatives 6
Environmental Facts • Americans purchased 8. 8 billion gallons of bottles water in 2007 • Avg. U. S. cost to treat, filter and deliver water to ratepayers is 0. 2 cents per gal. – Roughly 750 -2, 700 times cheaper than bottled per gallon. Rates vary regionally. • 90% U. S. municipal water systems regularly meet or exceed EPA regulatory/monitoring requirements. • In 2005 , 96% of bottled water sold in U. S. was packaged in PET containers, most single serve bottles. • For each gallon of water that is bottled, an additional two gallons are used in processing. • In 2004, only 14. 5% of non-carbonated beverage bottles made from PET were recycled. • Producing PET bottles uses the equivalent of more than 17 M barrels of oil and produces over 2. 5 M tons of carbon dioxide. – Same amount as emitted by over 400 k passenger vehicles. 7 • Bottle-less coolers use 30 to 50% less energy than average bottled coolers.
Think Outside the Bottle • Bottled water is environmentally damaging and wasteful. • Wide availability of safe, low-cost tap water, wide array of appropriate and cost-competitive filters and other drinking water dispensing equipment-switching to tap water saves money • Dramatically reduces environmental impacts ØGreenhouse gas emissions ØWater consumption ØWaste generation • Negative publicity about taxpayer funding going into expensive bottled water A growing number of buyers, both public and private, are thinking outside the bottle and making the switch. 8
Water Dispensing Equipment • DGS issued solicitation that resulted in a multiple award hierarchy contract # 4400007371 for lease of Water Dispensing Equipment. • Effective 8/15/10, 5 -year contract awarded to 3 suppliers: – Aqua Pure Technologies SRM Contract # 4400007372 – DS Waters of America SRM Contract # 4400007373 – Quench USA Inc. SRM Contract # 4400007374 • Pcard enabled: N • Pcard accepted: Y • MSCC: No • Validity Period 8/15/2010 to 8/14/2015 This cost effective alternative to bottled water should reduce costs by approx 30%. Contact: Richard Bahl, Commodity Specialist 717 -787 -5427 or rbahl@state. pa. us 9
Contracts-Last 30 Days Contract Number 4400007413, 7414, 7415, 7416, 7417 Value Type of Contract Misc Lab Supplies $1, 000 One Year with two renewals 4400007372, 7373, 7374 Water Dispensing Equipment $400, 000 4600014390, 14407 Aftermarket Vehicle Parts 4600012686, 14348, 4400005801, 6413 Tires $10, 000 One year 4400006580 10 Description Medium Duty Trucks $3, 000 One Year 5 Year $4, 000 Two Year with three extensions
Contracts-Last 30 Days Contract Number 4400002702 Electric PECO $40, 000 One Year 4600010918 Sign Stiffeners $100, 000 One Year 4600013299, 13302, 13301 Sign Sheet $2, 000 One year 4600013845, 13844, 14411, 13847 Traffic Delineators $500, 000 One Year 4600014416 thru 14451 Plant MIX $70, 000 One Year 4600014459 Thru 4600014479 11 Description Value Type of Contract Bitu Patch $10, 000 One Year
New Solicitations Next 60 Days Bid Number 9140 -02 Fuels $20, 000 IFB 9120 -02 Propane $1, 000 IFB NA Bio-Mass Fuel $400, 000 IFB New Commissary $20, 000 IFB N/A Industrial Plumbing $2, 000 IFB 6100016165 Traffic Control Tech $100, 000 ITB 6100016142 12 Description Value Type of Contract Fitness Equip $750, 000 IFB
Services Team New Contracts 13
Services Team New Contracts 14
Services Team Current Solicitations 15
Enterprise IT Staff Augmentation Services • Awarded to Computer Aid, Inc. Contract 4400007198 –Effective 8/4/2010 - 6/30/2012, with option for three (3) additional years. –Yearly projected savings $6. 1 M, 12. 4% average reduction in rates. –DB committed § 24. 7% Contract mgt § 70 % Staffing spend –People Click users can run Business Intelligence reports based on the users login information. §Can view real time data specific to their agency. –PO’s against current contract (4400023137) remain valid until 12/31/10. §If agency wishes to utilize new rate structure for current engagements, must issue a new requisition against contract 4400007198 and upon receiving a new quote, cancel the current PO and issue a new PO. 16
Enterprise Software Contract • Lot 1 – COTS Software, includes Microsoft Products; –Awarding to Dell –Projected savings of $330 k/ yr based on the reduction in supplier mark-up on new license and renewals. –Mark-up – from average of 1. 1% to avg. flat rate of 0. 5%. • Lots (2 – 10) – IBM Enterprise, includes Applications, include File. Net, Optim, Cognos, and i. Log. – Awarding to IBM. • Contracts routing for approval. • Current Contract expires September 30, 2010 17
Print Contract • Supplier – Digital Ink • Line Item Specific Print: –SRM Contract Number: 4400007122 §Select MSCC Catalog from Contract –R 3/SAP Contract 4600014412 § For use only by DOT for MRP items • Matrix-Based &Process-Based Print: –SRM Contract Number: 4400007122 • Select “Product Category” (Line item 9) from Contract. • Print Specification Approval –Bureau of Publications is responsible for approving all printing specs for matrix-based or process-based print (i. e. , non-document specific line items) prior to submitting to Digital Ink. 18
Print Updates CONTRACT Bound Print Envelopes Tax Booklets / Documents Maps EXPIRATION PREVIOUS FUTURE BID DATE BID TYPE 2/28/2011 RFP RFP 2/28/2011 RFP IFB NOTES 2/28/2011 RFP IFB Procurement & Publications (reviewing types of maps) Procurement 9/30/2010 10/31/2010 6/30/2011 IFB RFP IFB IFB Procurement Expired IFB New Will be added to Lot 2 of new Print Contract with Digital Ink. Procurement (reviewing specs) Variable Data Print (L&I 1099, Rev 1099, SERS Member Statements, SERS Annuitant Statements, etc. ) New RFP IFB Labels New Disability Placards (Penn. DOT Only) Vehicle Decals Silk Screening JIT Forms (Continuous Cut Card Forms) (Currently Penn DOT Only) Ethics Commission Forms / Fulfillment Fine Art Prints Inspection & Safety Devices (3 Current Contracts) Inspection / Emission Stickers 4/30/2011 Inserts 5/31/2011 Mass Transit / School Bus 5/31/2011 Stickers 19 Mass Mailings Procurement & Publications (Process Bid lotted by Agency. Total option of 5 years but renewed at 1 year intervals. Publications will be reviewing specs and trying to standardize the agencies involved. ) Publications will do one-off bids until information can be gathered for a state-wide contract. IFB IFB IFB Procurement MA Bulletins, SERS Qtrly RFP IFB New Procurement & Publications ( Publications
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Procurement Forms Website Redesign • Procurement Forms website has been redesigned – Shows which forms should be used for each transaction (i. e. IFB, RFP, Sole Source, Contract) – Provides definition or use for each form 42
New SRM Punch-out Catalog Supplier: Pomeroy IT Solutions Supplier #: 169472 • Contract 4400007143, IT Hardware (Peripherals) – Please note this contract replaces 4400002810 • Contract 4400002814, IT Hardware (Networking Gear) • Auto-PO Functionality enabled on orders $10, 000 or less • Go-Live: August 19, 2010 • Pomeroy Punch-out Catalog User Guide 43
ACM & CS Contract Alert Program Notification will occur via outlook and in the alerts tab in the universal work list (UWL). • View from Universal Work list Alerts Tab: • The alert must be “Completed” by the recipient (right click the item and choose Complete) for the item to be removed from the alerts tab. • View from outlook email: 44
Liquidated Carts Showing in BW/BI Question: When reducing purchase orders that have carts associated with them the cart balance shows in the purchaser’s worklist. When going in to check them off - the checkmark changes from green to gray; but they still show up on BW/BI reports as open shopping carts. Users cannot go into monitor shopping carts and delete it from there as it shows there is a PO attached to it, so a remedy ticket is needed. Response: There are times when the shopping cart report data gets out of sync with the BW/BI reports because of the timing of the extract as well as the various processes used to create purchase orders. Resolution: A new transaction has been added to the purchaser role that allows the liquidation of the open value and the next day the BW/BI reports will reflect those changes. An end user procedure (Shopping Cart Complete Program in the Purchasing Agent Role) has been developed– the transaction is very simple and requires just the PO number and line item. 45
MSCC Contracts Update Existing DGS Contracts converted to Material/Service Contract Catalogs Textiles • 4400000971 Cotswold Industries Inc • 4400000987 Ragold Corporation • 4400000991 J Weinstein & Sons Inc • 4400000992 Tabb Textile Company Inc • 4400000993 Carolina Textiles • 4400000999 Jason Mills LLC • 4400001172 Comade Inc • 4400005913 Lafayette Textile Industries LLC Printing/Envelopes • 4400006807 Mead. Westvaco Work Gloves • 4400003085 Stauffer Manufacturing Co • 4400003660 Saf-T-Guard International Inc 46
MSCC/Auto-PO Policy Auto-generated POs: • A supplier enablement functionality • System faxes a PO directly to a supplier upon completion/release • Suppliers are set up for auto-PO based on established criteria – Creation of a MSCC catalog New DGS policy: • All MSCC catalog contracts will be set up as auto. PO • Currently there are 216 MSCC catalogs – 54 are auto-PO enabled • Converting all existing – Tire Contracts: Goodyear & Bridgestone • 47 Notification will be sent to all agencies with go-live date
Invoices received in agency reconciler workflow Issue: Invoices in agency reconciler’s workflow that do not belong to that agency. Review of Issue: Upon review of PO’s, determined that, while some of the line items on the PO are for this particular agency, other line items are set up for the agency that truly should be getting the invoices. Background: Invoice routed, via workflow, for a particular PO, system ID’s 1 st 7 digits of Funds Center on LAST line item of the PO, and determines from that line item where invoice transaction should be routed. –Invoice routed to agency reconciler only when it was unable to be posted/cleared after Invoice Processing (“R” Blocks, rejections, etc. ). Unable to have system route invoice based on more than one line item, thus last line item is logic utilized. 48 Solution: In order for invoices received against PO’s to route correctly, agency users should ensure that the last line item on the PO has the Fund Center of the agency that should be receiving the invoices.
Procurement Handbook Progress Report: Completed Chapter Description Location Change Definitions Added the term and definition for Funds Commitment. Methods of Award Contracts Pt I Ch 06 Methods of Awarding Contracts (August 13, 2010) 49 Pt I Ch 02 Pt I Ch 06 Section E. 2. e. was revised to: • Clarify that a source justification form is not required but that a brief written justification is required. • Language was added to indicate agency shall limit contracts under the exemption to hourly rate contracts. • Travel by contractors during normal business hours would not be reimbursed. • Travel outside normal business hours by contractors must be preapproved by the agency and will be reimbursed in accordance with M. D. 230. 10; all other requirements set forth in part III, Chap 05 of the handbook are applicable to procurements of chaplaincy services. Changed B. 11. (Offeror Notification) from: "The issuing office will notify all offerors in writing of the selection of an offeror for contract negotiation or that it has rejected all offers, as applicable. " to: "The issuing office will notify the selected offeror only in writing of its selection for contract negotiation. " AND Added section c under B. 12. (Negotiations with selected offeror. ): "Notification of Non-Selected Offerors. When negotiations have been successfully completed and the issuing office has received the negotiated contract signed by the selected offeror, the issuing office will notify the other offerors in writing of the selection and of the opportunity for a debriefing. "
Procurement Handbook Progress Report: Completed Chapter Description Location Contractor Responsibility Procurement Card Pt I Ch 27 Contractor Performance & Legal Remedies Pt I Ch 57 Emergency Procurements Pt II Ch 06 Modified Emergency Procurement of Production Materials for Correctional Industries 50 Pt I Ch 14 Pt II Ch 06 A Change • Added the words "which are comprehensive, measurable and enforceable" to Section J. • Added new Section M, Titled Immediate Action for Poor Performance and renumbered the chapter. • Added language on monitoring to the end of Section P, Good Project Oversight/Management is Essential. • Added new Section V. 6. • Section B. 5. was added indicating purchases via p-card are authorized based on transaction limits established in M. D. 310. 23. • Language was added to indicate requests to exceed these limits on a statewide contract will be evaluated and waivers granted on an individual basis by DGS BOP. New Section D and Section F. 1. a. , b. and c. were added. • Revised chapter to reflect the agencies requirement to use the on-line emergency approval request form and process. • Combined the emergency procurement of materials and services into one chapter. Chapter was rescinded.
Procurement Handbook Progress Report: Completed Chapter Description Procurement of Used Equipment Location Pt II Ch 14 Change Revised chapter to reflect the agencies requirement to use the on-line source justification form and process vs. the manual form and process. Procurement of Materials or Services Pt II Ch 21 through a Cooperative Purchasing Agreement (Including Purchasing From GSA Schedule Contracts) Sole Source Procurement of Services Pt III Ch 05 • Revisions to on-line sole source approval process that was issued in May 2010. • Added language to Section D. 2. g. to clarify that the total dollar amount of the sole source shall include costs associated with the original contract period plus all subsequent renewal periods. • Additional language indicating, “Any contracts shall not exceed 10% of the total dollar amount. A new sole source justification form must be submitted for any increased in excess of 10%. ” Emergency Procurement of Services 51 New Chapter. This was previously a reserved chapter. Pt III Ch 06 Chapter has been revised to instruct users to refer to Part II, Chapter 06 for procedures on Emergency Procurements.
Procurement Handbook Progress Report: In Progress Change Description Location Status Definition and use of RFEI In Development (Legal) RFP process distinction between BAFO and Pre-selection Negotiation Pt I Ch 06 In Development (BOP) Update to section on Debriefings (B. 13 & B. 12) This change will be published as soon as complete Pt I Ch 06 Draft Language Under Review Adding language on Established Catalog Price Contract Types Pt I Ch 08 In Development (BOP) Chapter being revised to remove obsolete forms and add new forms. Pt I Ch 10 In Development (BOP) Use and approval of Funds Commitments Pt I Ch 30 In Development (BOP) Chapter being revised to remove obsolete forms, unused terminology and to reflect current processes 52 Pt I Ch 06 Pt I Ch 32 In Development (BOP)
Procurement Handbook Progress Report: In Progress Change Description Location Status Revising entire chapter on Records Retention Pt I Ch 52 Draft Language Under Review (Legal) Revisions to reflect the proper use of the Delegation Request and Notice of Forthcoming Procurements and requirement to complete the automated Source Justification Form Pt II & III Ch 04 Draft Language Under Review Sole Source Procurement of Materials: Entire chapter being revised Pt II Ch 05 Draft Language Under Review Revisions to reflect the proper use of the Delegation Request and Notice of Forthcoming Procurements Pt II Ch 07 Draft Language Under Review Revisions to processes associated with the procurement of Pt II Ch 18 & vehicles 19 New chapter on the Acquisition of Federal Surplus Property Pt II Ch 27 53 In Development (DGS BVM) To Be Drafted (BOP & BSSO)
Contracts Greater than 5 Years • Form BOP-012, Request for Contract Term Greater than Five Years Waiver Review Form 54
Contract Validity Dates on POs • Contract validity dates printing on Purchase Orders – Is this creating an issue for other agencies or their suppliers? – Requires development and testing to remove 55
Zoomerang Survey Tool: Forms Survey • BOP purchased a Zoomerang license; what this means for agencies: – Expect to receive various Zoomerang surveys from BOP, i. e. Goods Receiver Survey – This tool will not increase spam email – Employees should NOT click on link to “opt out” of surveys Upcoming Surveys: – Use of Manual Procurement Forms: Procurement Handbook, Part I Chapter 10 • Independent Agencies only • Expected date: September 17, 2010 - BOP Instructor Led Training Courses • All agencies • All courses 56
Records Management • Document Naming Conventions and Records Management – Outlines naming conventions applicable to SRM procurement documents in the SAP Records Management (“RM”) System. • Electronic file naming conventions are critical to managing an effective records management environment. • User searching for and/or reviewing documents, will be able to locate and decipher exact documents in minimal time and effort. • • PART II – Records Management Overview -Manage records of procurements made on behalf of the Commonwealth. Records Management Folder Structure • PART III – Attachments in SRM/Records Management Folder Contents. Files required to be electronically attached to SRM Procurement Documents. • 57 PART I – Document Naming Conventions-Electronic/Scanned Document Naming Conventions PART IV – Records Management Version Management-Document version management is required for attachments within the Additional Documents Folder and the Protests Folder
Records Management • • Records Management Policy • SAP Records Management Training Course • Locating & Viewing a Bid Invitation & Attachments in RM (End User Procedure) • Locating & Viewing a Contract & Attachments in RM (End User Procedure) • Locating & Viewing a Purchase Order & Attachments in RM (End User Procedure) • Comprehensive Guide to Versioning in RM (Reference Guide for Users) • Editing & Maintaining Versions of Attachments in Records Management (RM) (EUP) • Management Directive 205. 36 Right to Know • Webposting Checklist for e. Marketplace Treasury • Commonwealth Email Retention Policies • M. D. 210. 5 Commonwealth Enterprise Records Management Program • 58 Appendices: (web links) Management Directive 215. 16 Contract Compliance Program • Right to Know Checklist
Records Management • (DGS/BOP Web links) • Webposting Folder Setup and ACM Review • Records Management Folder Process Flow Chart 59
Legal Updates There are several new contract clauses to make you aware of: SBR - When issuing an RFP that is to be set aside for award to small businesses only (Small Business Reserve), Purchasing Agents and Commodity Specialists should utilize the newly created RFP template (for SBR’s). This template can be located in PU Forms for BOP personnel and at link below for agency personnel. DGS Small Business RFP Template http: //www. dgsweb. state. pa. us/comod/Current. Forms/Requestfor. Proposa ls_SBR. doc For IFB’s issued as SBR’s a reminder to attach the certification form below which can also be found in PU Forms and at link below for agencies. Small Business Certification Form 60 http: //www. dgsweb. state. pa. us/comod/Current. Forms/Small. Bus. Cert. doc
Legal Updates continued Contractor integrity and non-discrimination clauses These clauses were recently approved and should be added to new solicitations. Doc Builder changes/updates will be made in the near future to include these clauses. These forms can be located in PU forms for BOP personnel and at link below for agency personnel. Contractor Integrity Provisions http: //www. dgsweb. state. pa. us/comod/Current. Forms/Contractor. Integrity. Provisio ns. doc Nondiscrimination/Sexual Harassment Clause (Grants) http: //www. dgsweb. state. pa. us/comod/Current. Forms/Nondiscrimintation_Grants. doc Nondiscrimination/Sexual Harassment Clause (Contracts) http: //www. dgsweb. state. pa. us/comod/Current. Forms/Nondiscrimination_Contract s. doc 61
Draft of RFP vs. IFB DETERMINATION TO USE COMPETITIVE SEALED PROPOSALS (RFP) METHOD OF PROCUREMENT The _____________________ [NAME OF PURCHASING AGENCY] has decided to use the competitive sealed proposal method for the selection and award of Contract ______ for the procurement of ____________________. In accordance with 62 Pa. C. S. § 513(a), the contracting officer has determined that the use of competitive sealed bidding is: [check all that apply] ___ Not practicable because: ___ The agency is seeking a contractor's solution to a purchasing agency need. ___ The agency wants to provide offerors with flexibility in the contents of their proposals in terms of the materials, services, or construction offered. ___ The scope/statement of work/specifications lack clarity and specificity in terms of a detailed procurement description. and/or ___Not advantageous to the Commonwealth because: ___ The agency wants to consider criteria other than price in the award process and, in particular, criteria that are subjective in nature: ___ disadvantaged business ___ domestic workforce ___ enterprise zone participation ___ contractor qualifications, experience and financial capability ___ service and delivery capability ___ other criteria ____________________________. ___ It is not in the agency’s or the Commonwealth’s best interest to use competitive sealed bidding (explain)_______________________________________. Explain the nature of the contract: _______________________________________________________________________________________________________________________ Explain more fully and with specificity the reasons indicated above: ____________________________________________ 62______________________________________________________________
CRP § Contractor Responsibility Program (CRP) System Upgrade – Management oversight of the project is with Revenue and OB – Project goals include the following ü Standardize CRP checks across the commonwealth by building a central database to store liability, suspension, debarment and performance related information ü Create a user interface that will allow agencies to query the central database for a single vendor or batch of vendors ü Utilize a web service that can be consumed by any commonwealth agency as part of their contract/grant approval process and/or payment process ü Improve the accuracy of CRP checks by updating the CRP file on a daily basis instead of the current weekly process ü Include federal suspensions/debarments through consuming the EPLS Web service ü Reduce the costs related to the current manual process for unblocking payments to vendors who have cleared their liability 63 ü Realize greater efficiencies and reduce costs by eliminating the need for paper clearance certificates
CRP Continued § Contractor Responsibility Program (CRP) System Upgrade – User roles: • CRP User (to search & check) • Performance Issue (PI) Creator • Performance Issue (PI) Approver – Training Courses and Delivery Methods • Web-Based course for each role § Contractor Responsibility Program (CRP) System Upgrade – Re-write of MD 215. 9, CRP, is drafted and going out for review soon – Training Schedule • “Just In Time” training estimated to occur between September 27 and October 15 • All courses will be made available for self-enrollment in ELMS – Go Live date October 18 64
Certification • 125 PA’s attended Certified PA Purchasing Agent training – 97 Receiving their CPPA certification – 59 Purchasing Agents still require certification § Excludes Corrections and Transportation • Procurement Policy and Process – Purchasing Agent Course is scheduled for October 4 -7, 2010 – Enrollment is available through ELMS • From February: Cheryl Gee – Corrections Mary Hein – DPW Rose Heller – DPW Ann Kimmel – DMVA Brenda Lower – DMVA Coleen Manum – Inspector General Cynthia Marencic – Game Comm. Amber Shinskie – DPW Steven Smith – DCNR Sharon Wessner - DMVA 65 Latest Certification recipients: Joan Folmer - Budget Cheryl Heishman – L&I Victoria Lengel – DMVA Susan Murphy – L&I Lawanza Poteat – Education Michele Rhody – DMVA Karen Sattazahn – DMVA Josephine Somogyi – L&I Colleen Sonder – DGS Karen Turns – DMVA Kenneth Zakraysek – L&I
Contact Information Chuck Anderson, DGS Attorney, Strategic Source chanderson@state. pa. us JP Duvall, Associate Commodity Manager, Materials 717 -346 -8175 jeduvall@state. pa. us Dennis Fellin, Commodity Manager, Services 717 -346 -2675 defellin@state. pa. us Stephanie Fetter, Associate Commodity Manger 717 -787 -7526 sfetter@state. pa. us Rich Gaul, Commodity Manager, Services 717 -783 -8578 rgaul@state. pa. us Cheryl Kleeman, Strategic Development Manager, BOP 717 -346 -4326 ckleeman@state. pa. us Joan Kraft, Director, Business Process Improvement 717 -705 -0564 jokraft@state. pa. us Jeff Mandel, Chief Procurement Officer 717 -787 -5862 jmandel@state. pa. us Susan Plecker, Systems Manager, BOP 717 -346 -2678 splecker@state. pa. us Walter Quade, Director, Materials Procurement 66 717 -214 -7739 717 -787 -4775 wquade@state. pa. us
Appendix • Appendix – A, ERS Changes 67
ERS Changes Monitoring GR entry for ERS suppliers • PO Overview Report – Requested delivery date – Compare against entry of GR 68
ERS Changes Notice: Effective July 26, 2010, the SRM system began generating two hard stop error messages. The error messages below occur when entering Goods Receipts for ERS suppliers and the “Delivery Note” field in R/3 (MIGO) or the “Reference Document” field in SRM are not populated. R/3 "MIGO" Delivery Note Message SRM Reference Document Solution: When entering a Goods Receipt users must enter the supplier’s Bill of Lading Number into the “Delivery Note” field or “Reference Document” field. If no Bill of Lading number was provided with the shipment then enter a number provided by the supplier, such as packing slip number, shipping number, etc. 69
ERS Changes Background: The information from “Delivery Note” and “Reference Document” fields is then populated into the “Invoice Reference” field of the system generated ERS invoice when the automated Invoice Receipt program is Run. The data from the “Invoice Reference” field is included in the Supplier’s Remittance Advice. The Remittance Advice is sent to the supplier to reconcile Automated Clearing House (ACH / electronic) payments from the Commonwealth. In addition, the “Delivery Note” and “Reference Document” fields are designated by the SAP system as the “Reference” field of the Purchase Order History in R/3. This provides users with another tool to use when trying to reconcile payment and processing information. 70
ERS Changes Example: Purchase Order 4500010342, Procurement Invoice #5105706524 the Invoice Reference Field shows “ 0714_7890123”. This is derived from the “Delivery Note” field of the Goods Receipt (5000010811) which triggered this payment. 71
ERS Changes • The Reference field in the PO History of the Invoice and the Goods Receipt (MIGO Delivery Note or SRM Reference Document fields) contains the same data. Goods Receipt in PO History Invoice Receipt in PO History 72
ERS Suppliers Vendor # Company Name 114953 129240 LARRYS LUMBER & SUPPLY INC 163483 FLOR DRI SUPPLY CO INC 170194 CORRECTIONAL INDUSTRIES 170885 ENNIS PAINT INC 210125 GREENWOOD MANUFACTURING INC 319859 73 POTTERS INDUSTRIES INC GREENSTAR ALLENTOWN LLC
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