Welcome to theProcurement Users Group

Thursday, January 20, 2005

8:30 – 11:30 am

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Today’s Agenda

• Accomplishments • Announcements

– Information Management Items– OLE– Changing Menus

• Presentations – Help Desk Process – Exception Orders– Changing the Business Unit on Contract Order

• Break out session

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Accomplishments

• Historical Purchasing Data• Tracking Contract Usage• Improvements to Purchasing Documents• From last meeting:

– Split Coding Work Instructions (more in-depth)– Procurement Flash Memo List– Advanced Procurement Training– Simplify Menu Pathways– Modified Field Descriptions– Updated Website

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Announcements

• Information Management Items

• OLE Issues

• Changing Menus

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Information Management Items

WHY?

• 81-1117 says

“No state agency shall hire, purchase, lease, or rent any information management item listed in subsection (1) of this section without the written approval of the information management services administrator.”

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Information Management Items

HOW?• Driven by Document Types

– O6 Purchase Order – Commodity on Contract– Z7 Purchase Order– Service on Contract– ON Requisition – Every other Information

Management Item– OT Requisition – Communications equipment

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Information Management Items

ON Requisitions• Convert the ON document to the appropriate

Purchase Order after IMServices approval– OP Commodity < $10K– OH Commodity > $10K– O9 Service

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Information Management Items

Use the Attachment Feature• Text Attachments• OLE Attachments • URL Attachments

…The more information you can provide, the better.

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Information Management Items

Tell Us• What you propose to acquire• The purpose it is intended to provide• Who we can call with questions

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Information Management Items

Timing• Information Management items are reviewed

at least once a day, usually more– If there is no contact identified for questions, we’ll

ask the originator.– Feel free to inquire if it’s not moved by the end of

the next day.

Help Desk Process

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Help! Where do I go?

• Work Instructions – NIS Website– www.das.state.ne.us/nis

• Co-Workers

• Agency Networks• Call DAS Materiel• IMS Help Desk

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Trouble Shooting Techniques

Self Check

Before you call the Help Desk, these steps can facilitate a solution

or a quicker resolution.

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Has any work been done on my computer or software lately?

If you use Citrix, did you log into the WPD7333 environment?

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Log out of NIS and log back in

Log off PC and Restart

Can you perform the function on another PC?

Have you checked your Security?

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OFF TO THE HELP DESK

What do they need to help you?

User IDScreen shot of errorsBatch numbers, Document numbers, Purchase

Order Numbers, Menu path – also known as Bread crumbs

Exception Orders

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*Process under evaluation.For more information, refer to Menus and Flows document in the

Procurement Training Manuals

Info Management Processing ON, O6, Z7, OP

DAS IMServices*

Communications Equipment OT DAS Communications

Copiers/Mailing & Printing OW DAS Materiel

Furniture Not through CSI OW DAS Materiel

Outside Print Services OW DAS Materiel

Firearms OW DAS Materiel

Motor Vehicles OI & OU DAS TSB

Direct Purchase Authority Orders

OO & ZO Remains within Agency or Initiated through DAS Materiel

Changing Business Unit on Contract

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Break out Session

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• Task #1: Ask a question and work as a group to answer it. Write the question and its answer on the paper.

• Task #2: Everyone share a tip or trick they have learned about the system. Write these on the paper.

• Task #3: Discuss possible improvements to the system. Write the improvement with a possible resolution on the paper.

• Task #4: Pick one person in your group to present what is on your paper and ONE tip from the paper to the large group.

Breakout Session Instructions – 30 minutes

Small Group Presentations

Thank you for coming!

Please remember to fill out an evaluation!