Procurement Forum

May 15, 2012

Follow up items from last month

• AASIS Task List• OSP Task List

AASIS Task List

• Decimal places where they can enter more than two (2)

• DBA vendor name on warrants - The DBA vendor name will begin appearing on the warrant before fiscal year end. Line 1 from the vendor master record (Taxpayer Name from the W-9) will appear AND Line 3 from the vendor master record (Business Name from the W-9).  Lines 1 AND 3 from the vendor master record print on every warrant.

OSP Task List

• Establishment of contracts for FY13

• Review potential of new contracts:– Electronics – Best Buy– Trash service– Pest Control– Shredding Services– Fire Extinguisher Maintenance– Plumbing, electrical, HVAC

services

Navigating Reports in US Bank

Reports on Specific Vendors

Click on Reporting

Click on Financial Management

Reports in US Bank

Click on Transaction

Detail

Choose the date range you need to look at

Click box Display Transaction Comments and

Display Allocation Detail

Click Merchant Names Then Type in the Vendor name Click

on theAdd>> icon

If you have multiple vendors , type in a another name and click on the

Add>> icon

Reports out can be displayed in PDF; Excel ; Browser

Click on Run Report

Transaction Report in Excel

Declined Transaction Report

Click on ReportingClick on Program

Management

Report Output Click on down

arrow choose excel

Click on Run Report Icon

State Credit Card Contact

Email : creditcards@dfa.arkansas.gov All credit card requests:            Indicate in the subject line your request (example: MCC

open)  Close accounts Open or Close MCCs Increase/decrease credit limits Applications – (travel & p-card) Reviewer application forms Changes to account (i.e. dept code, division, name changes) Download corrections Account payment issues (suspension, past dues, misapplied

payments, missing payments) New managing accounts Include in your email – The name of the cardholder

and the last 10 digits of the cardholders account and the complete detail of the request.

Upcoming Contracts

PaintFirst Aid KitsPortable Toilet RentalsProtective VestsLinens (sheets & towels)Heavy Equipment – Kubota & Caterpillar

More….

• Millican Carpet• Lowes• Napa, Autozone, O’Reilly• Applied• MSC• School Buses • Bulk Fuel

AASIS INFO

The Easy Screen Training

• Will be a webinar• Approximately 3 hours in length• Can begin using as soon as you

are trained; do not have to wait until 7/1/12

Date Agency

5/22-24(6 time slots)

State Police, AETN, ADEQ, Agriculture, ADEM, DWS

5/30/12 Train the Trainer – DFA, DIS, Parks & Tourism, Health, Career Ed/Rehab, DCC, ADC, DHS

6/4/12 DFA, DIS, ARTRS, APERS, PSC, School for the Deaf, Education, School for the Blind, Career Ed, State Library, Riverside Vo-Tech, ADHE, Crowley’s Ridge Tech, Northwest Tech

6/11/12 Parks & Tourism, Health, Dept. of Heritage, AEDC, Veteran Affairs, Natural & Cultural Resources

6/18/12 AR Rehab Services, DCC, ADC, State Bank Dept, Treasurer of State, Workers Comp, Leg Audit, Insurance Dept, ABA, Game & Fish, Science & Technology, State Crime Lab, Securities Dept., ACIC, Development Finance Authority, Real Estate Commission , BLR, Office of the Courts, Governor’s Mansion, Attorney General, Board of Pharmacy, Geological Commission, Natural Resources Commission, Senate, Spinal Cord Commission, Commission on Law Enforcement, House of Representatives, Governor’s Office, Supreme Court, Court of Appeals, Dept. of Labor, Disability Determination, Prosecutor Coordinator, Bd. Of Licensure for PE & Land Surveyors, Bd. For Registration of Prof. Geologists, Medical Board, Military Dept.

6/25/12 DHS

Transparency

•Contracts for Leases

Purchase Requisition

Purchase Order

Outline Agreement

FY13 Contracts Tips

• Wait on instructions from AASIS prior to creating FY13 contracts

• Purchase orders must be created by adopting items from OSP’s Contracts (OA) to properly reflect on the Transparency Site

Purchases From A Statewide Contract

• For FY12 purchase orders, adopt from the state contract

• If this doesn’t work, then create a purchase order without adopting the contract in AASIS (stand alone)

Next Meeting

• Tuesday, June 19th• 10 – 11:30• ASP Small Commission Room

– Use Administrative Svcs. Entrance

THINK Certification Program Overview