6/2/20151 MARS MARS Management Administrative Reporting System Commonwealth of Kentucky.

04/18/2304/18/23 11Commonwealth of Kentucky

Management Administrative and Reporting System

MARS

MARSMARSMARSMARS

Management Administrative Reporting System

Commonwealth of Kentucky



MARS

Management

Administrative

Reporting

System

What is “MARS”?

“MARS” is an acronym for the

Management Administrative Reporting System



MARS

MARS will contribute significantly to the Simplified Administrative Services Goals

Administrative Services Goals

Administrative Services Goals

Reduced OperationalRisk

Reduced OperationalRisk

Timely, relevantinformation

Timely, relevantinformation

Eliminate Duplicate Services

Eliminate Duplicate Services

Improved SystemsImproved Systems

Aggressive CashManagement

Aggressive CashManagement

StrengthenedAccountability

StrengthenedAccountability

Efficient and Integrated Processes

Efficient and Integrated Processes

Retool WorkersRetool Workers

ImprovedPerformance

ImprovedPerformance



MARS

MARS OVERVIEW AND BENEFITS



MARS

MARS Background:MARS Background:

Replaces STARS & KAPS Will incorporate E-Commerce

technologies Comprehensive audit trails Comprehensive security Vendor Performance Measurement Graphical User Environment



MARS

Benefits expected as a result of MARS include:

Benefits expected as a result of MARS include:

Commonwealth Key Objectives include: Enhanced service delivery to customers and citizens through

the automation of certain manual processes; Enhanced decision support capabilities; Creation of a strong position for the Commonwealth to utilize

emerging technologies, such as electronic commerce;



MARS

E-Commerce E-Commerce

MARS vision: The delivery of products, services, payments and information electronically over public and private networks.

A growing number of your business transactions with the Commonwealth will now be conducted electronically.



MARS

PROCUREMENT benefitsPROCUREMENT benefits

System guided ordering at the lowest level E-Commerce Framework:

Catalog Delegation of Purchasing Responsibility Rich Electronic Content

Vendor Registration New Profiles Updates

Posting of Solicitations to the Web RFP RFQ IFB RFI



MARS

Vendor submits responses via the Web price quotations document attachments best value criteria

It will be the vendor’s responsibility to check the e-commerce web page to ensure that no addendum or modification has been made to a solicitation.

Automated Bid evaluations Line level, group or total




MARS


Automated receiving Automated match process

Two way payment match (order-receive) goods (order-invoice) services

Three way payment match (order-receive-invoice)

Inventory\fixed assets life cycle tracking through disposal



MARS

PROCUREMENT benefits PROCUREMENT benefits

Shared vendor management & performance tracking information Tracking of Vendor statistics (complaints, protests,

resolutions) Established through workflow Submitted via the Web Customer Resource Center Mgt

Collection of consumption data to support procurement planning activities Reports on commodity usage Master agreement (PCT) usage Catalog usage



MARS

Overview:Catalog FunctionalityOverview:Catalog Functionality

Commonwealth users will have access to one Commonwealth users will have access to one stop shopping through the MARS catalog stop shopping through the MARS catalog module. All approved sources of supply will be module. All approved sources of supply will be included in the catalog;included in the catalog;

The MARS search engine provides robust The MARS search engine provides robust searching capabilities and on-line access to rich searching capabilities and on-line access to rich electronic content;electronic content;

Ability for the Commonwealth to load simple files Ability for the Commonwealth to load simple files as Catalogs.as Catalogs.

Catalog DemonstrationCatalog Demonstration



MARS

The Catalog FileThe Catalog File

The Commonwealth is asking for an electronic file containing all of your items that are currently on Price Contract- your catalog file can not contain items that have not been approved as part of your Price Contract.



MARS

Catalog File LayoutCatalog File Layout

The file should be in MS-EXCEL

97 format

Field Name Description MiscellaneousCategory (Optional) The name of

the Category identifiedfrom theCommonwealth'’categories.

The file categories.xls contains all applicablecategories. Select one for this item. If no categoryis applicable use the text “No Category”.

Description Short Item Description The product name or short description of theproduct

Sup Name Supplier Name The name of the supplier who providedinformation about the product

Sup Part Num Supplier Part Number The product part number provided by the supplier(sometimes called SKU)

Price The list or manufacturersuggested retail price forthe product

This item does not include a dollar sign. Format:###.##

UOM Unit of Measure The two digit Unit of Measure that matches theCommonwealth’s approved unit of Measuresdetailed in file:Unit of Measure.xls

Picture (Optional)The file nameof the picture thatshould be included inthe catalog for this item

The file should be in JPEG format and not exceed280 X 210 pixls. Each graphics file should beincluded with the submission of the catalog file tothe Commonwealth.



MARS

Content ManagementContent Management

Make data commerce ready:Make data commerce ready: Take paper catalog or electronic file and Take paper catalog or electronic file and

refine the data to make it suitable for refine the data to make it suitable for electronic commerceelectronic commerce

““Findable” and presentableFindable” and presentable



MARS

Content Management OptionsContent Management Options

•Create file that conforms to defined standard;

•Third Party Content Management Firms.



MARS

Web Registration: OverviewWeb Registration: Overview

You can now maintain your own Vendor You can now maintain your own Vendor records through the Internet and world records through the Internet and world wide web.wide web.



MARS

Browse for Opportunities:OverviewBrowse for Opportunities:Overview

Search for new opportunities to do Search for new opportunities to do business with Kentucky;business with Kentucky;

View and print the entire Solicitation on-View and print the entire Solicitation on-lineline



MARS

Submit Bids Online:OverviewSubmit Bids Online:Overview

Submit your responses to all solicitation Submit your responses to all solicitation types on-line.types on-line.

We will be asking for pricing, responses We will be asking for pricing, responses to best-value criteria, and supporting to best-value criteria, and supporting electronic files.electronic files.



MARS

Announce AwardsAnnounce Awards

The Commonwealth will announce all The Commonwealth will announce all awards on their web site.awards on their web site.



MARS

Feed back:Feed back:

Questions can be submitted through the Questions can be submitted through the Commonwealth’s existing Web site at Commonwealth’s existing Web site at http://www.state.ky.us/agencies/adm/ http://www.state.ky.us/agencies/adm/ mars/faq_mars.htmmars/faq_mars.htm



MARS

Timeline:Timeline:

MARS will go live July 1, 1999. MARS will go live July 1, 1999. To be included in the Catalog for July To be included in the Catalog for July

1st we need your file before May 15th to 1st we need your file before May 15th to guarantee your participation. guarantee your participation.

Files received after May 15 will be Files received after May 15 will be incorporated after July 1 on a first incorporated after July 1 on a first come, first serve basis. come, first serve basis.



MARS

Questions?Questions?

Date post:	19-Dec-2015
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6/2/20151 MARS MARS Management Administrative Reporting System Commonwealth of Kentucky.

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