LSME: R. Caudle 1 Detailed Activities Key Activities Role Description Create solicitation Manage solicitations Perform catalog search to identify sources*

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LSME: R. Caudle

Detailed ActivitiesDetailed ActivitiesDetailed ActivitiesDetailed Activities

Key ActivitiesKey ActivitiesKey ActivitiesKey ActivitiesRole DescriptionRole DescriptionRole DescriptionRole DescriptionCreate solicitationManage solicitationsPerform catalog search to identify sources*Vendor relationsAgency & cabinet relationsEvaluate bidsCreate contract

Role Design and Impact

To obtain goods and services, within particular product classes, up to a specified procurement delegation.

Create Solicitation•Determine bid/solicitation method•Conduct pre-bid conferences•Select terms and conditions•Prepare bid solicitation•Prepare bid addenda•Select vendors to ensure receipt (F)•Determine and weight best value criteria•Cancel solicitation

Note: Roles are generally commodity-focused. Role scope depends on the extent to which agencies delegate authority and/or grant access to certain aspects of technology. Scope is also tied to agency level of centralization/ decentralization.

Create award documentsAdminister contractsAdminister outstanding contractsAdminister requisitionsAdminister rejected materials (F)Approve payment * (F)

Vendor Relations/Agency & Cabinet Relations•Resolve vendor complaints•Serve as an intermediary between the Finance Cabinet, requestor, and vendor involved•Answer questions from agency staff regarding the disposition of goods and services

•Evaluate Bids (via point assignment process)•Determine best value bidder•Determine eligibility of vendor•Determine whether to post bids to the Web Note: Posting to the Web will be automatic at first; change expected after 7/1/99.

Create Contract•Approve contract•Transmit contract to vendor (via automatic fax functionality)•Modify contract, as needed•Provide input into protests•Cancel contract

Create Award Document•Document award rationale*

Business Area: Purchasing and PayablesBusiness Area: Purchasing and Payables MARS Roadmap: Purchasing and PayablesMARS Roadmap: Purchasing and PayablesBusiness Area: Purchasing and PayablesBusiness Area: Purchasing and Payables MARS Roadmap: Purchasing and PayablesMARS Roadmap: Purchasing and Payables

““To Be” To Be” Redesigned RoleRedesigned Role““To Be” To Be” Redesigned RoleRedesigned Role

Goods and Services Procurement

Notes:Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

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LSME: R. Caudle

Detailed Activities (Continued)Detailed Activities (Continued)Detailed Activities (Continued)Detailed Activities (Continued)


Administer Contracts•Resolve contractual and return issues•Check status of orders*•Establish and monitor milestone plans•Set recurring payment schedules*•Inspect goods or services, as needed•Work with receiving clerk regarding issue resolution for damaged, rejected, or returned goods•Determine actions for resolving service delivery issues

Administer requisition•Revise specifications submitted by agency•Conduct needed research•Review and approve requisition•Cancel requisition

Approve payment*(F)Resolve payment exceptions (F)If invoices don’t match, notify appropriate parties



Goods and Services Procurement

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LSME: R. Caudle

Current to New Role Comparison: Goods and Services ProcurementCurrent to New Role Comparison: Goods and Services ProcurementCurrent to New Role Comparison: Goods and Services ProcurementCurrent to New Role Comparison: Goods and Services Procurement

Changed ActivitiesChanged ActivitiesChanged ActivitiesChanged Activities

Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the Same

Activities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed

[For current role]•Typing in terms and conditions •Maintaining manual log books

•Perform catalog search to identify sources*

Create Solicitation•Conduct pre-bid conferences (F)•Determine and weight best value criteria


Evaluate Bids •Determine whether to post bids to the Web Note: Posting to the Web will be automatic at first; change expected after 7/1/99.•Determine best value bidder (previously only low bidder)

[For support role]•Distribute/log award•Associated data entry

Create Solicitation•Determine bid/solicitation method•Select terms and conditions•Prepare bid solicitation & bid addenda•Select vendors to ensure receipt (F)•Cancel solicitation

Manage Solicitation

Vendor Relations/Agency & Cabinet Relations•Resolve vendor complaints•Serve as an intermediary between the Finance Cabinet, requestor, and vendor involved•Answer questions from agency staff regarding the disposition of goods and services

Evaluate Bids (via point assignment process)•Determine eligibility of vendor

Create Contract•Approve contract•Transmit contract to vendor (via automatic fax functionality)•Modify contract, as needed•Provide input into protests•Cancel contract

Create Award Document•Document award rationale*

Administer Contracts•Resolve contractual and return issues•Check status of orders*•Establish and monitor milestone plans•Set recurring payment schedules*•Inspect goods or services, as needed•Work with receiving clerk regarding issue resolution for damaged, rejected, or returned goods•Determine actions for resolving service delivery issues

Administer Outstanding Contracts

Administer rejected materials (F)

Administer requisition•Revise specifications submitted by agency•Conduct needed research•Review and approve requisition•Cancel requisition

Approve payment*(F)Resolve payment exceptions (F)If invoices don’t match, notify appropriate parties

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LSME: R. Caudle

Current to New Role Comparison: Goods and Services ProcurementCurrent to New Role Comparison: Goods and Services ProcurementCurrent to New Role Comparison: Goods and Services ProcurementCurrent to New Role Comparison: Goods and Services Procurement

Template KeyTemplate KeyTemplate KeyTemplate Key

Additional NotesAdditional NotesAdditional NotesAdditional Notes

Definition of TermsDefinition of TermsDefinition of TermsDefinition of Terms

Training and Skill NeedsTraining and Skill NeedsTraining and Skill NeedsTraining and Skill Needs

TimingTimingTimingTiming

July 1, 1999

“Purchase Order”=“Contract” in MARS environment

N/A

MARS: General ProcurementMARS: ContractingMARS: PayablesMARS: Procurement Card AdministratorMARS: Procurement through the Web

Activities that will be completed via MARS have been highlighted through the use of italic, bold font.Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”.Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”.Detail activities are grouped according to the key activity (underlined) they support.MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm.

For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm.

Documents Relevant to RoleDocuments Relevant to RoleDocuments Relevant to RoleDocuments Relevant to Role

MARS Documents Documents Formerly Used

Electronic CatalogPurchase RequestPurchase Request ModificationContract [1]Contract RequestReceivingVendor Performance EvaluationsBid EvaluationBid Evaluation ModificationMaster Agreement [2]Master Agreement ModificationsMilestoneAudit Tracking

DOA-08: Quick Copy Center Transmittal [1]DOA-09: Order for Printing or Duplicating [1]DOA-19: Purchase Order: Authorization for

Payment [1]DOA-19a: Purchase Order: Authorization for

Payment (Receiving Report)DOA-22: Forms Requisition [1]DOA-32: Purchase RequisitionDOA-39: Purchase Contract [2]DOA-41: Advice of Change in OrderDOA-42: Change Order (Advice of Change)DOA-43: Jury Fund ReportDOA-44: Witness Fund ReportDOA-46: Imprest Cash AuthorityDOA-48: Voucher for Reimbursement of

Personal Election ExpensesDOA-51: Sheriff’s AdvanceDOA-52: Sheriff’s Monthly Fee Claim

AccountDOA-58: Vendor File MaintenanceDAO-65: Procurement Card Payment

Prerequisites:MARS Computer Literacy TrainingComputer Based Training

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LSME: R. Caudle


Key ActivitiesKey ActivitiesKey ActivitiesKey ActivitiesRole DescriptionRole DescriptionRole DescriptionRole Description

Locates source to buy fromPrepares a request to purchase


To initiate goods or services procurement via a request identifying needs

Locates source to buy from

Prepares a request to purchase•Gets cost estimate•Gathers specifications•Contacts and works with vendors on specifications

Gets approval

Prepares a receiving report for goods that are delivered directly to the office•Verifies receipt of goods•Counts goods•Inspects goods•Creates receiving report



Initiate and Request Goods or Services


Enters invoice information

Routes invoice for approval

Initiates vendor complaints

Initiates vendor evaluations

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LSME: R. Caudle

Current to New Role Comparison: Initiate and Request Goods or ServicesCurrent to New Role Comparison: Initiate and Request Goods or ServicesCurrent to New Role Comparison: Initiate and Request Goods or ServicesCurrent to New Role Comparison: Initiate and Request Goods or Services





N/A



N/A


July 1, 1999


Locates source to buy from

Prepares a request to purchase•Gets cost estimate•Gathers specifications•Contacts and works with vendors on specifications

Gets approval

Prepares a receiving report for goods that are delivered directly to the office•Verifies receipt of goods•Counts goods•Inspects goods•Creates receiving report

Enters invoice information

Routes invoice for approval

Initiates vendor complaints

Initiates vendor evaluations

MARS: General ProcurementMARS: PayablesMARS: Procurement through the Web


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LSME: R. Caudle



N/A


Current to New Role Comparison: Initiate and Request Goods or ServicesCurrent to New Role Comparison: Initiate and Request Goods or ServicesCurrent to New Role Comparison: Initiate and Request Goods or ServicesCurrent to New Role Comparison: Initiate and Request Goods or Services





Bid EvaluationBid Evaluation ModificationMaster AgreementMaster Agreement ModificationsMilestoneAudit Tracking

DOA-19: Purchase Order: Authorization for PaymentDOA-19a: Purchase Order: Authorization for Payment (Receiving Report)DOA-39: Purchase ContractDOA-41: Advice of Change in OrderDOA-42: Change Order (Advice of Change)

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LSME: R. Caudle



Process purchase orders Process solicitationsExecute match processAssist with correspondence


To perform activities related to supporting a procurement office

Process purchase orders• Types up orders• Gets buyer signature• Routes to fiscal office for approval of funds• Transmits order• Files copy of order• If order is electronic, print out copy of

order• Routes copy of order to receiver• Logs in book, for manual and electronic

documents, where the document is at all stages of the purchasing process

• Checks status of orders• Pulls any documents that are past delivery

by manually going through the file cabinet• Calls vendor for status• Puts notes of call on each order



Purchasing Support


Process solicitations•Types up solicitations and mailing lists•Mails out to vendors on mailing list•May advertise in newspaper, if required•Opens responses•Enters bid received either manually or on PC•Request vendor information be added or updated

Execute match process•Receives receiving report and matches it up to the copy of the order kept on file•Receives invoice from vendor and matches it up to the copy kept on file•When have an order, receiving report and invoice submits to fiscal shop for payment•Completes log book

Assist with communications•Types correspondence

•Files copy with appropriate document or file

•Types vendor complaints•Routes to Finance and Administration Cabinet

•Handles phone calls from agency personnel or vendors for the status of their requests or payments•Publicly reads bid responses•Opens incoming mail

•Time and date stamps mail•Logs in a log book any manual or electronic requests for purchase received•Routes to buyer

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LSME: R. Caudle

Current to New Role Comparison: Purchasing SupportCurrent to New Role Comparison: Purchasing SupportCurrent to New Role Comparison: Purchasing SupportCurrent to New Role Comparison: Purchasing Support





N/A



Process purchase orders•Routes to fiscal office for approval of funds•Routes copy of order to receiver•Logs in book, for manual and electronic documents, where the document is at all stages of the purchasing process•Pulls any documents that are past delivery by manually going through the file cabinet•Calls vendor for status


July 1, 1999


Assist with Communications•Opens incoming mail

• Time and date stamps mail• Logs in a log book any manual or electronic

requests for purchase received• Routes to buyer

Solicitations•May advertise in newspaper, if required

Execute match process•Receives receiving report and matches it up to the copy of the order kept on file•Completes log book

Process purchase orders• Types up orders• Gets buyer signature• Transmits order• If order is electronic, print out

copy of order• Checks status of orders• Pulls any documents that are past

delivery by manually going through the file cabinet

• Calls vendor for status• Puts notes of call on each order

Process solicitations• Types up solicitations and

mailing lists• Mails out to vendors on mailing list• Opens responses• Enters bid received either

manually or on PC• Request vendor information be

added or updated

Execute match process•Receives receiving report and matches it up to the copy of the order kept on file•Receives invoice from vendor and matches it up to the copy kept on file•When have an order, receiving report and invoice submits to fiscal shop for payment•Completes log book

Assist with communications•Types correspondence

• Files copy with appropriate document or file

•Types vendor complaints• Routes to Finance and

Administration Cabinet•Handles phone calls from agency personnel or vendors for the status of their requests or payments•Publicly reads bid responses

MARS: General ProcurementMARS: PayablesMARS: Procurement through the Web


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LSME: R. Caudle



N/A


Current to New Role Comparison: Purchasing SupportCurrent to New Role Comparison: Purchasing SupportCurrent to New Role Comparison: Purchasing SupportCurrent to New Role Comparison: Purchasing Support






DOA-08: Quick Copy Center TransmittalDOA-09: Order for Printing or DuplicatingDOA-19: Purchase Order: Authorization for PaymentDOA-19a: Purchase Order: Authorization for Payment (Receiving Report)DOA-22: Forms RequisitionDOA-32: Purchase RequisitionDOA-41: Advice of Change in OrderDOA-42: Change Order (Advice of Change)DOA-58: Vendor File Maintenance

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LSME: R. Caudle



Receive and process ordersInspect shipmentsCoordinate with purchasersFile maintenance


To track and process incoming orders

Receive and process orders•Receives paper copy of order in mail•Files order•Maintains log of all pending orders

Inspect shipments•When shipment is delivered, verifies that what is on the packing list is delivered and ensures the count of boxes matches the packing list•Signs for shipment, and notes any damages that are visible•Pulls copy of order•Counts what came in•Write amounts in the copy of the order•If order is not complete, either photocopies order and/or creates a receiving report for a partial shipment



Receiver


Coordinate with purchaser•If the order was delivered complete, mails filled out receiving report to purchaser•Calls purchaser to handle damaged goods or over runs/under runs•Delivers to person on the order or calls o have him/her pick up•Calls purchaser for status

File maintenance•Periodically goes through the files and pulls out dated orders

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LSME: R. Caudle

Current to New Role Comparison: ReceiverCurrent to New Role Comparison: ReceiverCurrent to New Role Comparison: ReceiverCurrent to New Role Comparison: Receiver








July 1, 1999


Receive and process orders•Receives paper copy of order in mail•Files order•Maintains log of all pending orders

Coordinate with purchaser•If the order was delivered complete, mails filled out receiving report to purchaser

Inspect shipments•When shipment is delivered, verifies that what is on the packing list is delivered and ensures the count of boxes matches the packing list•Signs for shipment, and notes any damages that are visible•Pulls copy of order•Counts what came in•Write amounts in the copy of the order•If order is not complete, either photocopies order and/or creates a receiving report for a partial shipment

Coordinate with purchasers•Calls purchaser to handle damaged goods or over runs/under runs•Delivers to person on the order or calls o have him/her pick up•Calls purchaser for status

File maintenance•Periodically goes through the files and pulls out dated orders

N/A

MARS: Procurement through the Web


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LSME: R. Caudle



N/A


Current to New Role Comparison: ReceiverCurrent to New Role Comparison: ReceiverCurrent to New Role Comparison: ReceiverCurrent to New Role Comparison: Receiver

Activities that will be completed via MARS have been highlighted through the use of italic, bold font.Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”.Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”.Detail activities are grouped according to the key activity (underlined) they support.MARS documents are cross-referenced (by number) to the document(s) they replace.For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm.





DOA-08: Quick Copy Center TransmittalDOA-09: Order for Printing or DuplicatingDOA-19: Purchase Order: Authorization for PaymentDOA-19a: Purchase Order: Authorization for Payment (Receiving Report)DOA-22: Forms RequisitionDOA-32: Purchase RequisitionDOA-41: Advice of Change in OrderDOA-42: Change Order (Advice of Change)DOA-58: Vendor File Maintenance

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LSME: R. Caudle



Develop and process Requests for Proposals for personal service contracts

Oversee provision of servicesVendor payment processingVendor relations


To initiate and execute the RFP process in relation to personal service contracts as well as oversee subsequent dealings with selected vendors.

Develop and process Requests for Proposals (RFP’s) for personal service contracts•Creates specifications and terms and conditions•Develops RFP’s•Creates mailing lists•Prints copies of RFP’s•Mails out RFP’s to selected vendors•Advertises RFP in newspaper•Receives responses to RFP•Evaluates responses•Makes award•Routes for approval with documentation



Contract Administration


Oversee provision of servicesMonitors contract milestones

Vendor payment processing•Receives vendor invoice•Verifies that service was provided•Initiates payment document

Vendor relations•Initiates vendor complaint/vendor evaluation•Routes vendor complaint/vendor evaluation

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LSME: R. Caudle

Current to New Role Comparison: Contract AdministrationCurrent to New Role Comparison: Contract AdministrationCurrent to New Role Comparison: Contract AdministrationCurrent to New Role Comparison: Contract Administration





N/A




July 1, 1999


•Develop and process Requests for Proposals (RFP’s) Advertises RFP in newspaper

Develop and process Requests for Proposals (RFP’s) for personal service contracts•Creates specifications and terms and conditions•Develops RFP’s•Creates mailing lists•Prints copies of RFP’s•Mails out RFP’s to selected vendors•Receives responses to RFP•Evaluates responses•Makes award•Routes for approval with documentation

Oversee provision of servicesMonitors contract milestones

Vendor payment processing•Receives vendor invoice•Verifies that service was provided•Initiates payment document

Vendor relations•Initiates vendor complaint/vendor evaluation•Routes vendor complaint/vendor evaluation

MARS: ContractingMARS: PayablesMARS: Procurement through the Web

Prerequisites:MARS: General ProcurementMARS Computer Literacy TrainingComputer Based Training

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LSME: R. Caudle




Current to New Role Comparison: Contract AdministrationCurrent to New Role Comparison: Contract AdministrationCurrent to New Role Comparison: Contract AdministrationCurrent to New Role Comparison: Contract Administration





Electronic CatalogPurchase RequestPurchase Request ModificationContract [1]Contract RequestReceivingVendor Performance Evaluations

DOA-08: Quick Copy Center Transmittal [1]

DOA-09: Order for Printing or Duplicating [1]

DOA-19: Purchase Order: Authorization for Payment [1]

DOA-19a: Purchase Order: Authorization for Payment (Receiving Report)

DOA-22: Forms Requisition [1]DOA-32: Purchase RequisitionDOA-39: Purchase ContractDOA-41: Advice of Change in OrderDOA-42: Change Order (Advice of

Change)DOA-58: Vendor File Maintenance