icdg_pofiscal.ca.gov/release_2017-2018_resources/documents/r1… · ppt file · web...

FI$Cal Change Discussion GuideProcurement (PO) Guide

2018 Release

Copyright 2017 Accenture LLP, subject to the rights set out in Contract 021-11.

Requisition to ReceivingCreate Requisition

Approve Requisition

Budget Check

Create Solicitation

Approve Solicitation

Create Purchase Order

Budget Check Purchase Order

Approve Purchase Order

Create Procurement Contract

Approve Contract

Dispatch Purchase Order

Create Receipt

Create RTV

Req. Processor Req. ApproverSolicitation and Contract BuyerSolicitation ApproverVendor/Bidder Collaborators

Solicitation and Contract BuyerContract ApproverPO BuyerPO ApproverPO Receiving Processor

• Print Requisition report

• PO Spend report• PO Activity report• Receipt Summary

report• Print Requisition

report

Encumbrances PO Data

Commitment Control

Project & Activity

Project CostingAccount Payables

Receipts

Asset Management

Procurement

2

Procurement Card

Create POUsing PCard number

Upload Monthlystatements

Approve transactions

Accounts Payables

Transactions in AP Staging table

P-Card transactions

P-Card ReconcilerP-Card ApproverP-Card Maintainer

• Card Holder information report

• Account Summary report

• Purchase details report• Top Merchant category

report

Notify Cardholder

Reconcile statement

Procurement

3

Process Overview Key ImpactsCreate & Approve Requisition Requisitions identify the need to

procure goods and/or services. There is a two-step approval, plus any

manually inserted ad hoc approvals. Departments may include ad hoc

departmental approvers as well as external (DGS) ad hoc approvers.

Requisitions are routed for approval by Acquisition type and reporting structure.

In FI$Cal, the Create and Approve Requisitions process covers all activities needed to process a requisition including the creation, approval, and pre-encumbrance.

This process includes the following sub-processes:

Create, Approve, and Maintain Requisition

Reference the Procurement Business Process Workshop: http://fiscal.ca.gov/release_2017-2018_resources/2018_Release_Resources.html

Procurement

Requisitions

4

As we transition to FI$Cal roles and responsibilities will change as follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Requisitions will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER IMPACTED AREAS] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Department-Specific Impacts and Notes

Procurement


Requisitions

5

FI$Cal End-User RolesFI$Cal End-User Role DescriptionRequisition Processor

The department end user who: • Requests goods and/or services through a

requisition. This user can also update requisitions and, if a P-Card user, create requisitions with the P-Card as the intended payment mechanism.

Requisition Approver 1

The department end user who: • Approves requisitions. End users assigned

Requisition Approver 1 approve requisitions as a first-level review by a program approver.

Procurement


Requisitions

6

FI$Cal End-User RolesFI$Cal End-User Role DescriptionRequisition Approver 2

The department end user who: • Approves requisitions. End users assigned

Requisition Approver 2 approve requisitions as a second-level review.

Requisition Ad Hoc Approver

The department end user who: • Can be added as part of the requisition workflow for

approving requisitions.

Procurement


Requisitions

7

FI$Cal End-User Training

Procurement


Requisitions

8

Course ID Course NamePO101 Introduction to ProcurementPO112 Processing RequisitionsPO113 Additional Requisition ProcessesPO214 Approving Requisitions

Process Overview Key ImpactsManage Sourcing Solicitation Events may be entered

directly or may originate from a requisition.

Includes inviting bidders to view the event.

The event is posted in the FI$Cal CSCR portal and email invitations sent after event approval.

Sourcing Event is a one-step approval process, but additional approvers can be manually inserted via the ad hoc functionality.

Solicitations are routed for approval by Business Unit and Acquisition Type.

In Fi$Cal, the Manage Sourcing (Solicitations) process covers the activities related to creating an event with the solicitation documents attached and approving the event to post/advertise in CSCR.

This process includes the following sub-processes: Manage Sourcing


Procurement

Sourcing

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Department business processes around Sourcing will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]




Procurement


Sourcing

10

FI$Cal End-User RolesFI$Cal End-User Role DescriptionSolicitation and Contract Buyer

The department end user who:• Creates/modifies events and submits the events for

approval of posting to CSCR. This department end user can also review and provide suggested markups to another user’s events prior to approval and posting. This user can also add vendors and run reports on a department’s procurement activity.

Solicitation Approver The department end user who:• Approves events to post to CSCR. The user can

add ad-hoc approvers to an event as required.

Procurement


Sourcing

11

FI$Cal End-User RolesFI$Cal End-User Role DescriptionSolicitation Ad Hoc Approver

The department end user who: • Can be added as an approver as needed for

approving solicitation events.

Procurement


Sourcing

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Procurement


Sourcing

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Course ID Course NamePO101 Introduction to ProcurementPO142/152 Processing Solicitations and Procurement

ContractsPO143 Additional Solicitation ProcessesPO244 Approving Solicitations

Process Overview Key ImpactsProcurement Contracts Contracts may be created by direct

entry, or copying from an existing contract.

Wet signatures on contracts are still needed from suppliers and departments.

STD. 213/210/215 are still required and attached to the transactional contract.

Contracts do not encumber. Purchase Orders must be created to encumber funds in order to process payments for contracts.

The Administer Procurement Contracts process covers the activities related to creating and administering contracts, including ongoing activities necessary to create/amend contracts, approve contacts, extend contracts, and retire contracts. The process includes administration of contracts, tracking of contract usage, enforcement of maximum contract amounts, and contract effective dates. It also includes usage of LPAs to create departmental contracts or POs.


Procurement Contracts


Procurement


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Process Overview Key ImpactsProcurement Contracts Contracts may be set up for multiple

years. For multi year contracts, POs can only be created and encumbered for the current fiscal year.

Contracts approval is a multi-step process and are routed for approval by Business Unit and Acquisition Type. Additional approvers can be manually inserted via the ad hoc functionality.

The Administer Procurement Contracts process covers the activities related to creating and administering contracts.




Procurement


15


Department business processes around Procurement Contracts will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]




Procurement



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FI$Cal End-User RolesFI$Cal End-User Role DescriptionSolicitation and Contract Buyer

The department end user who:• Creates and modifies transactional contracts and

enters contract documents into the system. They can also run reports on department procurement and contracting activity.

Contract Approver 1 The department end user who: • Approves transactional contracts and attached

contract documents at the first level.

Procurement



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FI$Cal End-User RolesFI$Cal End-User Role DescriptionContract Approver 2 The department end user who:

• Approves procurement contracts at the second-level. Intended for a budget reviewer/ approver.

Contract Approver 3 The department end user who: • Approves procurement contracts at the third-level for

contract amounts less than $50,000. Contract Approver 4 The department end user who:

• Approves procurement contracts at the third-level for contract amounts equal to or greater than $50,000.

Contract Ad Hoc Approver

The department end user who: • Can be added to the contract workflow as needed

for approving contracts.

Procurement



18


Procurement



19

Course ID Course NamePO101 Introduction to ProcurementPO142/152 Processing Solicitations and Procurement

ContractsPO153 Additional Procurement Contract ProcessesPO254 Approving Procurement Contracts

Process Overview Key ImpactsManage Purchase Order POs can be created by “copying from”

a FI$Cal requisition, or a direct PO can be created without a FI$Cal requisition.

POs contain shipping and funding information.

Only users with the role of PO Buyer are allowed to create POs.

POs have a multi-step approval process and are routed for approval by acquisition type, reporting structure, and dollar amount.

The Manage Purchase Order process is used to create purchase orders (POs) and change orders (amendments) for existing POs. This includes activities necessary to create POs, approve POs, budget check (encumbrance), and dispatch POs to support State/Department procurement activity. This process includes the following

sub-processes: Create Purchase Orders Approver Purchase Orders Run Budget Check Dispatch Purchase Orders Manage PO Change Order


Procurement

Purchase Order

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Key Impacts Key Impacts PO numbers remain the same

following a Change Order. A Change order revision number is assigned and tracked by FI$Cal.

When a Change Order is triggered, the PO may need to be re-approved.

Manage PO Change Order PO Approver 2 is responsible for

reviewing ChartFields, running the budget check, and resolving the budget errors.

At year end, departments must create and process their purchase orders to encumber their spending authority. If not, any remaining unencumbered spending authority will be “swept” based on the encumbrance date.


Procurement

Purchase Order

21


Department business processes around Purchase Order will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]




Procurement


Purchase Order

22

FI$Cal End-User RolesFI$Cal End-User Role DescriptionPO Buyer The department end user who:

• Creates, updates, and dispatches POs. They can also run reports on a department’s procurement activity. This user, if a P-Card user, can also create POs with the P-Card as the intended payment mechanism.

PO Approver 1 The department end user who: • Approves purchase orders, including contract

managers. End users assigned PO Approver 1 approve POs as a first-level program approval.

Procurement


Purchase Order

23

FI$Cal End-User Roles

FI$Cal End-User Role DescriptionPO Approver 2 The department end user who:

• Approves purchase orders, including contract managers. End users assigned PO Approver 2 approve POs as a second-level approval and budget/accounting review.

PO Approver 3 The department end user who: • Approves purchase orders, including contract

managers. End users assigned PO Approver 3 approve POs as a third-level approval (authorizing signature) for orders less than $50,000.

Procurement


Purchase Order

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FI$Cal End-User RolesFI$Cal End-User Role DescriptionPO Approver 4 The department end user who:

• Approves purchase orders, including contract managers. End users assigned PO Approver 4 approve POs as a third-level approval (authorizing signature) for orders greater than or equal to $50,000.

Procurement


Purchase Order

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FI$Cal End-User RolesFI$Cal End-User Role DescriptionPO Ad Hoc Approver The department end user who:

• Can be added as part of the PO workflow for approving POs.

Procurement


Purchase Order

26


Procurement


Purchase Order

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Course ID Course NamePO101 Introduction to ProcurementPO122 Processing Purchase OrdersPO123 Additional PO ProcessesPO225 Approving Purchase Orders

Process Overview Key ImpactsProcess P-Card Transactions Department assigns a P-Card

Maintainer to create and manage cardholder profiles.

A P-Cardholder must be assigned the PO Buyer role, in order to create POs with the P-Card as the intended payment mechanism.

A P-Cardholder must be assigned the Requisition Processor role, in order to create requisitions with the P-Card as the intended payment mechanism.

Bank Statements will be loaded and P-Card reconciliation will be performed in FI$Cal.

The Process Procurement Card (P-Card) Transactions process is used to process P-Card transactions performed via:

Requisition/PO created prior to obtaining goods/services

Directly at Merchant


Process P-Card Transactions


Procurement

P-Card

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Process Overview Key ImpactsProcess P-Card Transactions All FI$Cal departments’ Billing Cycle

will close on the 22nd of the month unless it falls on a weekend or holiday, then US Bank will close the next business day.

Reconciliation includes adding UNSPSC, acquisition type and method, SABRC/EPP compliance, and identifying the vendor (including SB/DVBE participation) if a PO was not created.

Reconciled and approved transactions are pushed to AP for payment processing.

The Process Procurement Card (P-Card) Transactions process is used to process P-Card transactions performed via:

Requisition/PO created prior to obtaining goods/services

Directly at Merchant


Process P-Card Transactions


Procurement

P-Card

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Department business processes around P-Card will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]




Procurement


P-Card

30

FI$Cal End-User RolesFI$Cal End-User Role DescriptionP-Cardholder This is a non-FI$Cal role. This user is anyone who is

authorized to conduct transactions with a P-Card (Cal Card.) This user may require additional purchasing roles.

P-Card Maintainer The department end user who: • Manages P-Card administration activities for the

department.P-Card Reconciler The department end user who:

• Reconciles P-Card transactions and updates distributions and reporting data. This user can be the cardholder or a proxy user who reconciles on behalf of the cardholder.

Procurement


P-Card

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FI$Cal End-User RolesFI$Cal End-User Role DescriptionP-Card Approver The department end user who:

• Reviews and approves P-card transaction lines that have been verified by the card holder/ reconciler.

Procurement


P-Card

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Procurement


P-Card

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Course ID Course NamePO101 Introduction to ProcurementPO226 Using Procurement Cards

Process Overview Key ImpactsCreate Receipt Receipt delivery, accrual, summary,

ship-to, and account details are captured in FI$Cal.

Blind receiving will be implemented. FI$Cal assigns a Receipt ID when

receipt is saved. Automated update of PO status to

either Fully Received or Partially Received when goods/services are received.

If identified on the PO, the asset management integration occurs at the receipt.

The Receive Goods and/or Services process records the receipt of goods and/or services by the State, and verifies conformance to shipping documents and PO requirements.


Create Receipt Inspection Create Return to Vendor (RTV)


Procurement

Receiving

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Key ImpactsCreate Return to Vendor (RTV) RTV instructions and reason codes are

incorporated in creating an RTV. A query is available to view over-

shipments.


Procurement

Receiving

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Department business processes around Receiving will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]




Procurement


Receiving

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FI$Cal End-User RolesFI$Cal End-User Role DescriptionPO Receiving Processor

The department end user who: • Receives goods, perform inspections, return items to

vendors and receive services (including acknowledgement of services received, e.g., approving invoices for services received).

Procurement


Receiving

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Procurement


Receiving

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Course ID Course NamePO101 Introduction to ProcurementPO132 Managing Receiving

For additional information on the business processes, key terms, functionality, and end user role definitions for Procurement, please reference the business process workshops (BPWs) on the FI$Cal Website: http://www.fiscal.ca.gov/release_2017-2018_resources/Workshops.html For additional information on end-user training, visit the Training page of the FI$Cal Project website at: http://fiscal.ca.gov/training-academy/index.html

Procurement (PO)

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Procurement

http://www.fiscal.ca.gov/release_2017-2018_resources/Workshops.html

http://fiscal.ca.gov/training-academy/index.html

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