CAPPS Financials 9.2

eProcurement (ePro)

How to Use the Request Document Wizard Category: 06-General Purchase

When completing the Request Document, the first step is to choose a category. The request category will determine which set of questions will be presented for completion. This document will provide instruction on 06-General Purchase as this is the most commonly used category and applies when initiating a contract.

The following is a list of available categories.

Training Registration

Professional Membership

Hotel Conference Space

Non-DIR Temp Services

Contract Changes

Used for financial and non-financial contract changes.

Some examples include:

1. Need to encumber additional funds for existing contract

2. Extend contract, increase/decrease contract value, change scope

3. Terminate contract

None of the above - General Purchases

Used for all requests except for those listed above, including new financial and non-financial contracts.

Some examples include:

1. Business card ordering

2. Office supply ordering

3. Establish new contract for services

Page 1

After selecting the Request Document for General Purchase, which is also used to initiate a contract, a list of questions is presented. Each page of questions will have links that can provide additional guidance on how to answer questions.

Notice this page has a link to the HHS Procurement manual. When completing the Request Document, progress can be tracked using the page count above the Next button.

To complete page 1 of 5:

1: Enter a detailed description of the goods or services needed. A description contains information describing who, what, where, when and how (what is it, what does it look like, how does it function, how is the service performed, what are the expected outputs and outcomes, what are the standards that must be met).

For contracts, the SOW wording and any additional details should be inserted into this field. (Or, if appropriate, Form PCS 552 should be attached to the requisition line.)

If the description needs to be discussed with the purchaser, include a note in the description or supplemental notes section of the request document, including who to contact and how to contact them.

2: Enter a justification for the request. Include information such as the benefit that will be realized, impact if purchase is not made, etc.

3: Enter the initial estimated value of the goods or services.

For new contracts, this should be the total estimated value of the contract - including potential renewals. The amount should reflect the estimated value for the full life of the contract.

The Operational approval routing is based on the amount entered here.

4: Indicate the target date by which goods or services are needed.

For services, this should be the first day of the service period. For goods, this should be the date when the goods need to be received. There are several factors that influence the amount of time it takes to process a request - contact your buyer directly for timeline details.

5: Indicate whether Goods, Services, or Both are being requested. The system will display additional fields depending on the option selected.

The system uses this information to determine the buyer team to which the requisition is initially assigned. Once assigned to the buyer team, the buyer manager will review the requisition and it assign to a specific buyer.

Goods Only: No additional information is needed.

Services Only: Must select a service category. If multiple services are applicable, choose the option that represents the predominant service being requested.

The following is a list of service categories available to choose from:

Goods and Services:

a. Must indicate the portion of the estimated contract value associated with Goods vs. Services.

a. If Goods Only is selected, the system will advance to the next page.

b. If Services Only is selected, the system will display a list of service types from which a selection will need to be made.

c. If Goods and Services is selected, in addition to the service type field, the system will display the Estimated Goods Amount and Estimated Services Amount. Indicate what portion of the total amount applies to services vs. goods. This is informational and used by PCS for buyer assignment.

b. Must select a service category from the dropdown list. If multiple services are applicable, choose the option that represents the predominant service being requested.

Page 2 - Emergency/Expedited

To complete page 2 of 5:

1: Indicate if this is an emergency or expedited request. If Emergency or Expedited is selected then a new field will appear. The user will need to enter a justification.

An emergency is a situation requiring the state agency to make the procurement as quickly as possible to prevent a hazard to life, health, safety, welfare, or property or to avoid undue additional cost to the state. An emergency purchase must be identified as such on the request document.

Additional Notes:

· The paper based Emergency Justification form does not need to be submitted.

· Amount of requisition must be >$5000 to submit as an emergency.

· Requests designated as emergency or expedited, via the request document, are routed through CAPPS Financials for additional executive level approval.

· Requests over $5,000 require a descriptive justification that includes an explanation of:

· The emergency event and its cause, including how this emergency purchase will safeguard life, health, safety or avoid additional cost to the state.

· The financial or operational damage or risk that will occur if normal procurement practices are followed. General statements of loss or nominal damage are not acceptable.

· The reason why the agency did not foresee the emergency.

· Additionally, supporting documentation is required: e.g. newspaper clipping of destruction, test results, judge ruling, or any other documentation that will further validate the emergency. This documentation can be attached to the requisition line.

Example: The current contractor for janitorial services walked off of the job and services are needed immediately and on an on-going basis for the remainder of the year. The emergency solicitation should only cover the immediate need for the period of time that it will take to competitively bid out the services for the remainder of the year.

· Note: The emergency must not exceed the scope or duration of the emergency.

Page 3 - Sole Source/Proprietary

To complete page 3 of 5:

1: Indicate if this is a sole source or proprietary request. If Sole source/Proprietary is selected then a new field will appear. The user will need to enter a justification.

A proprietary product or service is manufactured or offered under exclusive rights of ownership, including rights under patent, copyright, or trade secret law. A product or service is proprietary if it has a distinctive feature or characteristic which is not shared or provided by competing or similar products or services.

A sole source purchase is a purchase that is directed to a specific vendor, even though the goods and services may be available from other vendors. A sole source procurement must be directed to a single vendor for a valid reason.

A proprietary or sole source purchase must be identified as such on the request document.

Additional Information

· The paper based Proprietary and/or Sole Source form is no longer required.

· Refer to HHS Purchasing Policy for guidance on what is considered sole source.

· Requests designated as sole source are routed for additional executive level approval.

· Purchases over $5,000 requires a descriptive justification that includes but is not limited to the following information.

· Explanation of why a vendor is the only acceptable provider.

· What other providers have been considered and why other providers are unacceptable.

· Supporting documentation is required: e.g. using this vendor is based on statute or other mandate (copy of ruling), maintenance for repair on equipment other than the sole supplier of parts to avoid invalidation of equipment warranty (provide warranty document), statement from the vendor identifying them as the sole source for the product or service, patent document.

Page 4 - IT Related

To complete page 4 of 5:

1: Indicate if this request includes an electronic information request component. User will choose Yes or No.

Additional information:

· Click the ‘How do I know if this is EIR (circular C-024)’ link to for additional information such as the definition of electronic and information resources (EIR), examples of these resources, and guidance related to providing employees with disabilities comparable access to and use of information as employees without disabilities.

2: Indicate if an IT good or service is part of the request. Users must select from the dropdown listing. If any of the following are selected, then additional fields appear:

· IT Hardware and Related Accessories, Services and Support

· Outsourced Technology Services

· Staff Augmentation

If IT Hardware and Related Accessories, Services and Support is selected then the following additional field appears:

If Outsourced Technology Services is selected then the following additional field appears:

If Staff Augmentation is selected then the following additional field appears:

Additional Information

· Requests designated as IT are routed for additional IT approval.

Page 5- New Contract?

To complete page 5 of 5:

1: Indicate if the user anticipates the creation of a new contract as a result of this request. User will choose Yes or No. If the user selects No, they will be finished. If the user selects Yes, additional fields will appear.

2: Indicate if an MOU or MOA will be created.

3: Indicate if the contract will be with another State agency or local government.

4: Indicate the contract will include a sub-recipient/recipient relationship. If yes, Form 438 -Sub recipient form must be attached to line 1 of the requisition.

Additional Information

· Requests designated as subrecipient or recipient will be routed to COS for verification/approval.

5: Indicate the lead agency contact. This is the agency lead point of contact who is responsible for coordinating between PCS and the agency during the procurement process.

6: Indicate the contract manager for this contract, if known. The contract manager is the staff member who will manage the contract after award. The contract manager field is optional and can be left blank if the contract manager is not known. The buyer will need this information when work on the solicitation or contract begins.

Important: When selecting a contract manager, it is important to insure this field is populated with an individual who is set up in SCOR with the contract manager security role. Otherwise, when the contract is executed and this information is sent to SCOR, the contract manager name will not appear in SCOR (i.e. it will be blank) and additional clean-up work will be required.

7: Indicate if confidential information will be exchanged.

8: Indicate if the awardee will be a HIPAA business associated.

9: Indicate ACA risk, if applicable.

Finish

The Finish button appears when the user reaches the end of the request document/wizard. The user can select the Previous button to review the responses provided. Or, if the user is satisfied with their answers they will select the Finish button. The user may select the Save for Later button if they are not ready to finish the document yet. The user may also click the Cancel button, if they do not want to save their answers.

Once the user selects the Finish button, the Document Management page appears.

· Version: The version of the Request Document is 0.00. This changes if edits are made to the document.

· Status: The status of the Request Document is Draft. This will change once you mark the Request Document complete.

At this point there are several actions/options available:

· BU/Requisition ID link: Returns you to the Edit Requisition - Review and Submit page where you can make further edits to the requisition or submit it for approvals.

· VERY IMPORTANT: Use this link to return to the requisition, do not use open browser windows or tabs.

· Complete Document button: Do not click this button until after all changes to the Request Document are complete.

· After clicking this button, the Request Document Status changes from Draft to Complete.

· You must click the Complete Document button in order to activate the Save and Submit button appearing on the Edit Requisition - Review and Submit. If you fail to click the Complete Document button you will NOT be able to submit the requisition for approval.

· Click the Refresh Document button if you need to make changes to the wizard answers.

· Click the Recreate Document if you chose the wrong category wizard and need to start the request document over. (e.g. You completed the 06-General Purchase and should have chosen 05-Contract Change).

· View Document button: Generates an XML/Word formatted and printable version of the Request Document for review.

· Edit Document button: Allows you to edit the Supplemental Information and Comments section at the bottom of the Request Document. You may manually type comments, copy/paste content or embed attachments. You CANNOT edit the responses to the wizard questiSheons (e.g. you cannot change your justification, estimated value, etc) via this button. To edit the responses to the wizard questions you must click the Refresh Document button instead.

· Document Version History: Tracks changes to the Request Document. Edits can be categorized as major or minor.

· Internal Collaboration: Initiates the collaboration cycle. Refer to the 'Request Document Collaboration' topic for additional instructions.

· Send to Contacts: Used to email a copy of the request document to another person for informational purposes. This person does NOT need to have access to CAPPS Financials. The actual requisition is not emailed, only the Request Document.

· Refresh Document: Used to update the wizard responses entered. Edits (e.g. notes, instructions, etc.) made to the Supplemental information and comments will be retained.

· Recreate Document: Used to change the wizard type (category).This will generate a new version of the document. Any edits (e.g. notes, instructions, etc.) made to the Supplemental information and comments will need to be re-entered on the new version.

IMPORTANT: Once the requisition is submitted for approval, the Refresh Document and Recreate Document buttons no longer appear. If the request document needs to be edited AFTER the requisition is submitted for approval, contact the current approver and ask them to deny the requisition. Once denied the buttons will appear on the page again.

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