FI$Cal Change Discussion Guide Procurement Guide March 2015

FI$Cal Change Discussion Guide

Procurement Guide

March 2015

FI$Cal: Transparency. Accuracy. Integrity. 2March 2015

FI$Cal Solution

Legend

Pre-Wave

Wave 1

Wave 2


Process Overview Key Impacts The Create and Approve Requisitions

process covers all activities related to creating, approving, and processing a requisition

This includes the following sub-processes: Create/Update Requisition Approve Requisition

Requisitions are created and approved in FI$Cal

Funding information is validated in FI$Cal

New Chart of Accounts (COA) will be used on requisitions

Users have the ability to assign an item as an asset when creating a requisition

Acquisition Type and Method is captured in requisitions

State Agency Buy Recycled Campaign (SABRC), Environmentally Preferable Purchasing (EPP) compliance information , and Leveraged Procurement Agreements (LPA) & CalPIA Items are entered in FI$Cal

Buyers can copy requisitions over to purchase orders

Information entered into a requisition will auto-flow to solicitations, contracts, and purchase orders

Procurement Create and Approve Requisitions


Department-Specific Impacts and Notes

Procurement

As we transition to FI$Cal roles and responsibilities will change as follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Requisitions will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Create and Approve Requisitions


FI$Cal End-User Roles

Procurement

FI$Cal End-User Role DescriptionDepartment Requester The department end user who orders the goods and/or

services. The user assigned to this role may or may not be the one who enters the requisition into FI$Cal. The Department Requester’s name is on the requisition as the person requesting the goods or services.

Department Requisition Processor

The department end user who can enter and update requisitions. The end user assigned to this role may or may not be the requester of the requisition.

Department Requisition Approver 1

The department end user who is responsible for approving department requisitions. This approval step is intended as a first-level review/ approval by a program approver.




Procurement

FI$Cal End-User Role DescriptionDepartment Requisition Approver 2

The department end user who performs a second-level review/approval for a user who will distribute/assign requisitions to a Department Buyer or Department Advanced Buyer (worklist distributor). For smaller departments that do not have distributors, these users are also assigned a Department Buyer or Department Advanced Buyer role.

Requisition Ad Hoc Approver

The department or central end user who can be added as part of the requisition workflow for approving department requisitions.

Department PAA Processor

The department end user that enters requests for a Purchasing Authority Application (PAA).

Department IT PAC Approver

The department end user that approves requests for IT PAAs. This user is a Purchasing Authority Contact (PAC) for IT goods and services.




Procurement

FI$Cal End-User Role DescriptionDepartment Non-IT PAC Approver

The department end user that approves requests for non-IT PAAs. This user is a Purchasing Authority Contact (PAC) for Non-IT goods and services.

Department PCO Approver

The department end user who approves requests for purchasing authority. This user functions as a second-level approver and is intended for the Procurement and Contracting Officer (PCO).

DGS PAA Reviewer The Department of General Services (DGS) end user who receives and reviews Purchasing Authority Application (PAA) requests from the departments.

PA Ad Hoc Approver The department or central end user who can be added as part of the purchasing authority workflow for approving purchasing authority.



Process Overview Process Overview The Manage Purchase Orders process

is used to create and approve purchase orders (POs) and change orders (amendments) for existing POs

This includes the following sub-processes: Create Purchase Order/Change

Order Approve Purchase Order/Change

Order Run Budget Check (Encumbrance) Dispatch Purchase Order Purchase Order Inquiry

The following information will be captured in POs: United Nations Standard Product

and Service Codes (UNSPSC) Acquisition Type and Method

The following information can be captured in POs: SABRC Recycle and EPP

categories SB/DVBE – subcontracting

information LPA & CalPIA Items

Email, print, and fax dispatch methods are available for POs

Procurement Manage Purchase Orders


Key Impacts Key Impacts POs will be created, encumbered,

approved, and dispatched in FI$Cal

New Chart of Accounts will be used on POs

Budget Check (encumbrance) including ChartField validation and checking of funds availability will be performed through the processing

Users will have the ability to designate an item as an asset on the PO

Information entered into a requisition solicitation, and contract will auto-flow to POs

Change orders may require the PO to be re-approved and re-dispatched

Enhanced SABRC/EPP tracking and reporting

SCPRS data resides in FI$Cal FI$Cal departments do not have to

record purchase order and contract information

Electronic routing and approvals of POs

SB/DVBE information on the PO will be auto-populated from the certification module in FI$Cal

Contract information can be linked to the PO in FI$Cal

Information entered into a PO will auto-flow to receipts, vouchers, and procurement card

Procurement Manage Purchase Orders



Procurement


Department business processes around Purchase Orders will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



ManagePurchase Orders



Procurement

FI$Cal End-User Role DescriptionDepartment Buyer The department end user who verifies the requisition is

ready to move forward in the procurement process, creates and updates POs, or sources a PO from a requisition or change orders and dispatch.

Department Advanced Buyer

The department end user who receives all capabilities of the Department Buyer. This user gets the additional functionality of reserving PO numbers, reopening closed requisitions and purchase orders, and additional views and inquiries of the system.

DGS Buyer The DGS end user who verifies the requisition is ready to move forward in the procurement process, creates and updates POs, or sources a PO from a requisition or change orders and dispatch.

Manage Purchase Orders



Procurement

FI$Cal End-User Role DescriptionDepartment PO Processor

The department end user who creates POs and updates open POs.

Department PO Approver 1

The department end user who approves department POs. This approval step is intended as a first-level/program approval.


The department end user who approves department POs. This approval step is intended as a second-level approval and accounting/budget review.


The department end user who approves department POs. This approval step is intended as a third-level approval (authorizing signature) for orders less than $50K.




Procurement

FI$Cal End-User Role DescriptionDepartment PO Approver 4

The department end user who approves department POs. This approval step is intended as a third-level approval (authorizing signature) for orders greater than or equal to $50K.

PO Ad Hoc Approver The department or central end user who can be added as part of the PO workflow for approving department POs.

Department PO Reporter

The department end user who has access to run procurement reports for their department.

Department PO Configuration Maintainer

The department end user who maintains procurement configuration items.

PO Configuration View Only

The department or central end user who can only view procurement configuration items.



Process Overview Process Overview The Purchasing Authority process

covers the activities related to requesting delegated purchasing authority from Department of General Services (DGS) through FI$Cal

This includes the following sub-processes: Request Purchasing Authority Approve Purchasing Authority Monitor/Enforce Purchasing

Authority

DGS will receive Purchasing Authority Applications (PAA) requests via FI$Cal; approval of applications will follow current offline process

Once approved, the dollar authorities will be stored in the agency authority files in FI$Cal

Procurement Purchasing Authority


Key Impacts Key Impacts PAA will be entered online,

electronically routed, and approved at department and DGS levels in FI$Cal

Purchasing Authority Contact (PAC) and Procurement and Contracting Officer (PCO) will be approved by DGS and added in FI$Cal

Users with PAC and PCO roles will be approving PAA requests

Delegated purchasing authority is monitored/enforced in the following areas: Requisitions Solicitations Contracts Purchase Orders

Exemption codes are available for time period, individual transactions, etc.

DGS will be responsible for entering the department exemption code into FI$Cal in order for a department to create a transaction exceeding delegated purchasing authority

A warning message/hard stop will be system generated when a transaction exceeds the department’s delegated purchasing authority

Procurement Purchasing Authority



Procurement


Department business processes around Purchasing Authority will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Purchasing Authority


Process Overview Key Impacts The Process Procurement Card (P-

Card) Transactions process is used to process P-Card transactions performed via: Requisition/PO created prior to

obtaining goods/services Directly at Merchant

This includes the following sub processes: Create and Administer Cardholder

Profile Reconcile P-Card Transaction Approve P-Card Transaction Generate Payment to the Bank

P-Card billing statements interfaced into FI$Cal on a monthly cycle

P-Card transaction reconciliation will be done online in FI$Cal

Automated notifications will be sent to P-Card reconcilers when the bank statements are loaded and ready for reconciliation

A grace period notification will be sent for unreconciled transactions after the deadline

Proxy users may be designated to reconcile and approve on behalf of the cardholder

Procurement Process P-Card Transactions


Key Impacts Key Impacts Reconciled and approved transactions

are electronically sent to Accounts Payable (AP) for payment processing

Approved transactions will be picked up to create a voucher for payment generation

If transactions are tied to a PO, funds will be encumbered once the PO is approved If a transaction is not tied to a PO,

department must encumber manually

Procurement information, such as UNSPSC and Acquisition Type and Method must be entered during P-Card Reconciliation if PO was not created

Receipts for P-Card transactions must be attached/uploaded into FI$Cal

SB/DVBE and SABRC Recycle can be entered when reconciling If information is entered, the

information will auto-flow to reporting

If information is not entered, the information must be manually tracked to report

Administration of P-Card accounts is managed by department/ managing account

Reconciler will need to split the transaction into multiple lines when needed

Reconciler will be responsible for marking a transaction to dispute

Procurement Process P-Card Transactions



Procurement


Department business processes around P-Card Transactions will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Process P-Card Transactions



Procurement

FI$Cal End-User Role DescriptionDepartment P-Card Req User

The department end user who can assign P-Card as a recommended payment mechanism on a requisition.

Department P-Card PO User

The department end user who reviews P-Card requisition and determines if P-card is the appropriate payment mechanism for a PO.

Department P-Card Reconciler

The department end user who reconciles P-Card transactions and updates distributions. This user can be the cardholder or a proxy user who reconciles on behalf of the cardholder.

Department P-Card Approver

The department end user who reviews and approves P-card transaction lines that have been verified by the card holder/ reconciler.




Procurement

FI$Cal End-User Role DescriptionDepartment P-Card Reviewer

The department end user who reviews P-Card statements and accesses P-Card reports for the department.

Department P-Card Maintainer

The end user who manages P-Card administration activities for the department.

Confidential User The central and department end user who has access to confidential purchasing, accounts payable, and vendor information. This user will also have access to accounts receivable reports with confidential information. The Confidential User role is shared by Purchasing, Accounts Payable, and Billing/Accounts Receivable. This role only needs to be assigned once.



Process Overview Key Impacts The Receive Goods and/or Services

process records the receipt of goods and/or services by the State, and verifies conformance to shipping documents and PO requirements

This includes the following sub-processes: Create Receipt Inspect Good/Service Received Create Return to Vendor (RTV)

Receipts and RTVs will be entered in FI$Cal

Information entered into a PO will auto-flow to receipts

Reject quantities, reject reason and disposition are recorded in the system for full traceability

Full receipt or partial receipt(s) may be performed

Receiving for service POs may be performed in dollars (amount) rather than quantity

Procurement Receive Goods/Services


Key Impacts Key Impacts Asset Management will be integrated

with receiving in FI$Cal

Receiving/Inspection will be integrated with the AP module of FI$Cal for automated matching between: PO Voucher Receipt Inspection (when required)

Automated update of PO status when goods/services are received

Blind receiving will be implemented Department Receivers will not be

able to see the PO quantity and must enter the actual quantity received

RTV instructions and reason codes are incorporated in creating an RTV

Bar code scanning functionality is available for departments who choose to use it when receiving

Procurement Receive Goods/Services



Procurement


Department business processes around Receiving will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Receive Goods/Services



Procurement

FI$Cal End-User Role DescriptionDepartment Receiving Processor

The department end user who manages the receipt of goods and services.

Department Receiving Inspector

The department end user who enters receiving inspection results, including acceptance testing.

Department RTV Processor

The department end user who enters a Return To Vendor (RTV) transaction.

Receive Goods/Services


Process Overview Key Impacts The Maintain Items process, handled

by DGS, covers the activities related to creating, maintaining, and using unique records for a good/service to be purchased

This includes the following sub-processes: Create an Item for Purchase Review and Approve an Item for

Purchase Maintain an Item for Purchase Use Internal Catalog of Items for

Purchase

Item ID is a unique identifier of a good or service

Item ID contains numerous attributes such as Description, Unit of Measure, Category (UNSPSC), Price, Vendor, Default Account, Hazard Code, Recycle information, Contract, etc.

DGS or FI$Cal will set up items for purchasing, to enhance procurement transaction efficiency and data reporting and analysis capability

Procurement Maintain Items (DGS Only)

FI$Cal: Transparency. Accuracy. Integrity. 27

Maintain Items (DGS Only)

March 2015

Key Impacts Key Impacts Reduced data entry when ordering by

Item ID Attributes such as description, unit

of measure, and UNSPSC are automatically populated on the transactions

Items will be utilized in conjunction with Leveraged Procurement Agreements (LPAs) and CALPIA items

Items will be established for select LPAs

Prison Industries Authority (PIA) item catalog will be loaded in FI$Cal as items

DGS and FI$Cal will establish a framework that encompasses best practices around responsibilities, processes, and controls to manage items

Procurement

FI$Cal: Transparency. Accuracy. Integrity. 28


March 2015


Procurement


Department business processes around Items will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]





Procurement

FI$Cal End-User Role DescriptionDepartment Item Viewer

Department user who views item information.

Department Item Upload Processor

Department user that uploads item files.

DGS Item Processor DGS user that creates and maintains the Item Master.



Process Overview Key Impacts The Manage Sourcing (Solicitations)

process covers the activities related to creating, managing, and awarding solicitation events

This includes the following sub-processes: Create Sourcing Event/ Solicitation Approve & Post to CSCR Manage Bid Respond to Bid Manage Protest Award to Contract/PO Intent to Award

Solicitation events may be entered directly into FI$Cal or may originate from a requisition

Solicitation formats may be RFx, RFI, Auction

Public solicitation event, bid by invitation, or combination are available

Multiple bids may be allowed

Addenda/changes to a solicitation are tracked as solicitation event versions

Procurement Manage Sourcing


Key Impacts Key Impacts The Sourcing Event Processor can

select collaborators to provide edits

The solicitation event is approved and posted in CSCR, and notifications sent to suppliers

Where applicable, create Notice of Intent to Award

If there is no protest, award purchase order or contract

If there is a protest, follow protest resolution process

Bid responses are configured by default as “sealed”

Solicitation is awarded to a contract or a PO

Two Envelope Solicitation process supported

Online tabulation may be exported to excel for further analysis & processing

A solicitation plan can be created and associated to a solicitation event

Procurement Manage Sourcing



Procurement


Department business processes around Sourcing will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Manage Sourcing



Procurement

FI$Cal End-User Role DescriptionDepartment Event Buyer

Department user that create/modifies solicitation events.

Department Event Collaborator

Department user that reviews and provides suggested markups to events prior to approval and posting.

Department Event Approver

Department user that approves solicitation events.

Department Event Ad Hoc Approver

Department user that can be inserted as an approver as needed.

Manage Sourcing



Procurement

FI$Cal End-User Role DescriptionDepartment Solicitation Viewer

Department user that can view solicitation information.

Department Plan Owner

Department user that creates Sourcing Project Plan.

Department Plan Approver

Department user that approves Sourcing Project Plan.

Department Task Owner

Department user that is assigned tasks in the project plan.

DGS Event Administrator

DGS user that can maintain event configuration.

Manage Sourcing


Process Overview Key Impacts The Administer Vendor Contracts

process covers the activities related to creating and administering contracts

This includes the following sub-processes: Create Contract Add Contract Document Approve Contract Encumber against Contract using

PO Evaluate for Amend, Rebid, and

Retire

For multiple year contracts, auto-release frequency can be set up

Wet signatures on contracts are still required

Contracts will be created for Leveraged Procurement Agreements (LPAs) and departmental contracts

FI$Cal will track and enforce spending limits against maximum amount and contract term (start and end) dates

PO must be created to encumber against a contract

Procurement Administer Vendor Contract


Key Impacts Process ends when contract is

available to departments for procurement of goods and/or services, evaluated for rebid, extension or closeout

Email, print, and fax dispatch methods are available for contracts

Contract documents may be authored using the Supplier Contracts Management document authoring tool

A document library will be maintained to contain reusable clauses, configurators, question groups, questions and other document authoring components

Procurement Administer Vendor Contract



Procurement


Department business processes around Vendor Contracts will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Administer Vendor Contract



Procurement

FI$Cal End-User Role DescriptionDepartment Contract Buyer

Department user that creates/modifies transactional contracts.

Department Document Collaborator

Department user that reviews and provides suggested markups to requisitions, purchase orders, contracts, and solicitation event documents prior to approval and/or posting.

Department Contract Approver 1

Department user that approves transactional contracts and contract documents at the first level.


Department user that approves transactional contracts and contract documents intended for a budget reviewer/ approver.


Department user that approves transactional contracts and contract documents for contract amounts less than $50K.




Procurement

FI$Cal End-User Role DescriptionDepartment Contract Approver 4

Department user that approves transactional contracts and contract documents for contract amounts equal to or greater than $50K.

Contract Ad Hoc Approver

Department or central user that approves transactional contracts when added ad hoc to the approval as needed.

Department Contracts Viewer

Department user that views contract information.

DGS Contract Buyer DGS user that creates/modifies leveraged procurement agreements.




Procurement

FI$Cal End-User Role DescriptionDGS Document Collaborator

DGS user that reviews and provides suggested markups to requisitions, purchase orders, contracts, and solicitation event documents prior to approval and/or posting.

DGS Doc Library Administrator

DGS user that manages (adds, removes, or changes components) the document library.




Procurement

FI$Cal End-User Role DescriptionPO View Only The department or central end user who can only view

procurement transactions, such as requisitions, POs, and receipts. Department end users can only view department-specific transactions.

DGS PO Reporter Creates queries and runs procurement reports for all departments.

DGS Certification Configuration Maintainer

DGS user that enters and modifies certification configuration.


Role Changes –Wave 1 to Wave 2

Procurement

Wave 1 Role Wave 2 ChangeDepartment State Contract and Procurement Registration System (SCPRS) Processor

This role has been removed in Wave 2.

FI$Cal End-User Training

Procurement

FI$Cal: Transparency. Accuracy. Integrity. 43February 2014

*FS101 and FS102 are mandatory for all FI$Cal end users

Course ID Course Name Duration Delivery

FS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTPO101 Introduction to Purchasing 4 hours ILTPO112 Processing Requisitions 2 hours WBTPO113 Additional Requisition Processes 2 hours WBTPO122 Processing Purchase Orders 4 hours ILTPO123 Additional PO Processes 4 hours WBTPO132 Managing Receiving 4 hours WBTPO142/152 Processing Solicitations and

Procurement Contracts4 hours ILT

PO143 Processing Solicitations 4 hours WBTPO153 Processing Procurement Contracts 4 hours WBTPO213 Approving Requisitions 4 hours WBT


Procurement

Course ID Course Name Duration DeliveryPO224 Approving Purchase Orders 4 hours WBTPO225 Using Procurement Cards 4 hours WBTPO244 Approving Solicitations 4 hours WBTPO254 Approving Procurement Contracts 4 hours WBTPO361 Requesting Purchasing Authority 4 hours WBTPO362 Purchasing Authority Approval 4 hours WBTPO372 Purchase Order Items 4 hours WBTPO381 Introduction to FI$Cal for non-FI$Cal

departments4 hours WABT

PO382 FI$Cal SCPRS Processing 4 hours WBTPO383 FI$Cal CSCR Processing 4 hours WBTPO391 FI$Cal for Bidders and Vendors 4 hours WBTPO393 Public Searches 4 hours WBT

FI$Cal: Transparency. Accuracy. Integrity. 44February 2014


For additional information on end-user training, visit the Training page of the FI$Cal Project website at :

http://fiscal.ca.gov/training-academy/index.html




Documents

FI$Cal Change Discussion Guide Procurement Guide March 2015